Using a spreadsheet

GC Notify uses the spreadsheet to populate your template, sending a customized message to each recipient.

Create spreadsheet columns for custom content

You must give column headings the same name as the corresponding message variable. If you have a template, GC Notify can create the columns for you. The column headings will follow the order in which variables appear in your template.

For email messages, the first column is the email address. For text messages, the first column is the phone number.

You’ll include a row for every recipient. The recipient’s row gives their custom content for each variable.

An email message shows 4 variables highlighted in yellow. The variables are email address, subject, given name, and time. The email message is followed by a spreadsheet with columns for these 4 variables and rows giving custom content for 3 recipients.

You may want to customize links for specific spreadsheet recipients. For example, different age groups might need different links.

Option 1: All messages use the same words for the custom link.

  1. In the template, select the words for the link.
  2. Open the link button on the toolbar.
  3. In the link box, enter double brackets.
  4. Between the double brackets, enter name of the spreadsheet column that holds custom links.
A spreadsheet with email addresses in column A and custom links in column B. Row 3 is highlighted. An email preview below shows how the custom link variable is inserted into the message for that recipient.

Option 2: Message uses different words for the custom link.

  1. In the template, use the toolbar button to add a variable.
  2. Next, replace the word “variable” . Instead enter the name of the spreadsheet column with the words for the custom links.
  3. Select the column name.
  4. Open the link button on the toolbar.
  5. In the link box, enter double brackets.
  6. Between the double brackets, enter the name of spreadsheet column that holds custom links.
A spreadsheet with email addresses in column A, document type labels in column B, and custom links in column C. Row 3 is highlighted. An preview below shows how both the label and link variables are inserted into the email.

Filter spreadsheet content to a subgroup of recipients

Include a column for the conditional content. Insert “yes” if the recipient meets the condition, and “no” if they do not.

Upload spreadsheet and preview messages

Check that all variables have populated correctly. When ready, you’ll send the customized messages. You can send up to 50,000 messages at once.

A spreadsheet shows 3 columns highlighted in yellow. The columns are email address, given name, and whether the recipient is under 18. Row 3 has a dark blue border, and shows the word ‘yes’ in the 3rd column. The spreadsheet is followed by an email message. The message is addressed to the recipient for row 3 and includes conditional content for recipients under 18.