How to Order Membership Invitation Materials FULFILLMENT PROGRAM How to Order Membership Invitation Materials

Go to https://dashboard.phikappaphi.org FULFILLMENT Yes, I want to order invitation materials. Yes, I want to customize a membership invitation letter and have invitation packets stuffed and mailed. You can do one or both! Go to https://dashboard.phikappaphi.org

FULFILLMENT

TIMELINE FOR FULFILLMENT ORDERS Aim to have your invitations in the hands of your invitees at least 4 weeks before your initiation to give them enough time to register and plan to attend the ceremony. Processing takes 3 business days from the day you placed the order. Allow 3-10 business days for delivery of the invitations. You can choose to send via First Class, which cuts that time down to about 3-6 business days.

CUSTOM KIT OR BULK MATERIALS Select 'Order Items' from the top toolbar. Then, select either Custom Kit / Custom Email or Bulk Materials.

OPTIONS Custom Kit / Custom Email Orders Bulk Material Orders Phi Kappa Phi personalized email that can be used to supplement your Custom Kit at no cost to the chapter. Invitation packets can either be mailed to invitees or shipped to the chapter. The base invitation packet includes: Color Invitation Brochure Personalized Invitation Letter Outer Envelope Bulk Material Orders Includes materials and bulk shipping to the chapter. The chapter is responsible for collating, stuffing and mailing invitations to prospective members. Available Bulk items include: Letterhead Postcard

Are you doing a Custom Kit order? If so, continue to the next slide. Are you doing a Bulk Material order? If so, skip to slide 23.

CUSTOM KITS CHAPTER AND INITIATION INFORMATION Select 'Custom Kit’ and then ‘Customize’. Enter chapter information and initiation details. Type and customize a paragraph in the invitation letter (optional). Upload or type a signature for the invitation letter. Upload a letter from the President or Provost (optional).

CUSTOM KIT ORDER FORM

CUSTOM KIT ORDER FORM (CONT.)

CUSTOM KIT ORDER FORM (CONT.) Upload Chapter President’s Signature Upload a letter from the University President or Provost You may upload a signature image, otherwise a script font will be used to print the officer’s signature. (Uploaded signature images must be in GIF, JPG or TIFF format. For best results, crop/remove any “white space” around the signature.)

CUSTOM KITS UPLOADING ADDRESSES Your data file must be in Excel, CSV (comma separated), tab-delimited TXT, or DBF format. A template is available for your use. Your data file must contain a header row (the first row must contain the names of the columns). Your data file must include (*Required): First Name* Last Name* Address 1* Address 2 City* State* Zip*

CUSTOM KITS UPLOADING ADDRESSES To upload an Address list, select 'Browse' to find your file. Then, select 'Upload & Add' to load the file. Fields marked with an asterisk (*) cannot contain blank values. If any required records contain blank values, you will receive an error message that must be corrected before you can proceed. If the system does not recognize your fields after you select 'Upload & Add’, you will be prompted to use a dropdown menu. – Fname (First Name); Lname (Last Name); Address (First Address Line); Address 2 (Second Address Line)

MAILING TO INTERNATIONAL ADDRESSES Fulfillment does allow you to mail to both international and APO/FPO addresses! To do so, the addresses must be formatted correctly in your data file: For international addresses: •The appropriate two-character Country Code needs to be placed in the 'State' field of the data file. See http://en.wikipedia.org/wiki/ISO_3166-1_alpha-2 for a full list of two-character Country Codes. •A value must be placed in the 'Zip' field. If a Postal Code for a particular international address is not available, then just place the two-character Country Code in the 'Zip' field as well. For APO/FPO addresses: •Follow the format examples posted here: https://www.usps.com/ship/apo-fpo-dpo.htm •Full name must be included: rank should be included with the first name in the 'First Name' field of the data file. •Unit information should be entered under the 'Address 1' field. •The correct designation of APO or FPO should be entered in the 'City' field. •The correct designation AP or AE or AA should be entered in the 'State' field.

UPLOADING YOUR ADDRESS LIST If you use the provided Excel template, you should see a message that says ‘File uploaded!'

USING YOUR OWN TEMPLATE If you do not use the provided Excel template OR if any of the field names in your Address List do not match those in the Excel template, then the system needs you to indicate what each of your columns represents. After you click 'Upload & Add’, the system will display the first five records of your data at the bottom of the page. Above those five records, in each of the columns, your field names will be displayed in bold. There will also be a dropdown menu in each column. If the system can tell what a particular field is, the dropdown for that field will already be filled in. Otherwise, you’ll need to select a value in the dropdowns – one for each of the required fields: Fname (represents First Name) Lname (represents Last Name) Address (represents Address1, the first address line) Address2 (represents Address2, the second address line) City State Zip

USING YOUR OWN TEMPLATE (CONT.) The red message above the five records will indicate which required fields you’ll need to identify. Once you’ve selected all of the required fields from the appropriate dropdowns, click 'Finish Data Upload' to complete the upload of your Address List. If there are issues with the way you identified the required fields, you should get a pop-up error message. HINT: When you review your proof, the system uses the first record in your Address List to populate the mailing address and salutation – 'Dear Name’. You can look at how the Mailing Address (right below the PKP logo) is displayed and should very quickly know if you didn’t identify your fields correctly. If so, just select ‘Back’ and you can 'Upload & Add' the file again and identify the fields correctly.

HOW TO PREVIEW THE INVITATION LETTER Once you have uploaded your Address List and completed all the required fields on the Kit Info page, select ‘Preview’ to view a proof of the invitation. Review the proof carefully. You have three options at this point: If you see any issues, you can select 'Back’ to make your changes. If you’d like to save the proof (for example, if you need to have others review the proof before you place your order), select ‘Save Proof'. This will save the proof in the Fulfillment site – where you can then find it under Customized Proofs on the home page. (HINT: While on the Proof page, if you want to save a PDF of the proof on your computer so you can email it, click the “disk” icon right above the proof. Click the “printer” icon to print the proof.) If you’re happy with the proof, and are ready to order it, select ‘Add to Cart’. NOTE: Before you click SAVE PROOF or ADD TO CART, you must agree to the disclaimer (by clicking the checkbox next to it).

SAMPLE INVITATION LETTER

CHECKING OUT If you choose ‘Add to Cart’, you will be taken to your Cart. You should see the Custom Kit there, with a quantity already listed under Enter Quantity (based on the number of records in your Address List). Under the Price column, you will need to select a Mailing Option. Each option lists the approximate number of days it will take to reach the recipient once mailed (for Bulk Ship it lists the number of days it will take Franklin to ship the order), the price per piece, and the total cost. Choose a specific mailing rate (First Class Stamp, First Class Permit, Standard) if you would like Franklin Press to mail the kits directly to the recipients in the Address List. (NOTE: Based on the number of recipients in your address list, the available mailing rates will be automatically displayed!) •Choose ‘Bulk Ship’ if you want Franklin Press to complete the Custom Kits and ship them to you.

CHECKING OUT (CONT.) From here, you can go back to the Items list by clicking on ‘Back’ or ‘Order Items’, to order Bulk Materials, such as additional letterhead. To get back to the Cart at any time, you can click ‘View Cart' at the top of the page. To remove items from the Cart, check the box to the right of the items you wish to remove and click 'Remove Items'. To submit your order, select 'Checkout’.

CUSTOM KITS SUBMIT ORDER Review and confirm shipping information and submit your order. You will receive an email confirming your order. When the order ships, you will receive a shipping notification email with a tracking number.

BULK MATERIALS CREATE ORDER Select 'Bulk Materials' instead of 'Custom Kit’. Select the invitation materials you want to receive and then select ‘Add Items to Cart’ at the bottom of the page. When taken to the Cart, enter the number of each item you want to receive. (Note: Enter only the number of sheets and/or pieces you want to order, do not enter the number of paper reams.) Click 'Back' to order more items or 'Update' to save any changes you have made to your Cart. Once you are ready to submit your order, select 'Checkout’.

BULK MATERIALS CHECKOUT Insert the shipping address and select your desired ship method. Include valid and complete addresses with a street number and street name ( “1234 Main St.”). Building name and room/suite number should also be included. Chapters will be responsible for any additional charges for materials that are returned to sender due to incomplete address entry at time of order.

BULK MATERIALS SUBMIT ORDER Review and confirm shipping information and submit your order. You will receive an email confirming your order. When the order ships, you will receive a shipping notification email with a tracking number.

FULFILLMENT EMAILS E-mail template choices: Your Invitation is Forthcoming Email from Chapter Reminder Email from Chapter - Mentions Invitation Expiration Date Reminder Email from Chapter – Mentions Certificate Date Email to Parent E-mail Pricing: $0.04/e-mail (cost absorbed by the Society)

FULFILLMENT EMAILS In the Fulfillment system, select ‘Custom Email’: Select a Template from the dropdown to view the email. Click ‘Use this Template’ to customize:

FULFILLMENT EMAILS Fill in fields to customize the email (many will be pre-populated for you): Then click 'Preview Email' to see your customized email:

FULFILLMENT EMAILS Click ‘Finalize This Email’, and on the next screen you’ll be asked to upload your data file: Once uploaded, it will show you the first 5 records of your data file. You’ll need to use the dropdowns to identify what each column in your data file represents:

FULFILLMENT EMAILS After you’ve identified your fields and clicked ‘Finish Upload and Preview Final Email’, you'll view the final email, using the first record from your data file: If everything is correct and you’re ready to place your order, agree to the disclaimer and click ‘Add to Cart’:

FULFILLMENT EMAILS If you’re ready to place your order, click ‘Checkout’: Verify your email address (this is where order the confirmation will be sent) and click ‘Continue'. On the following screen, review all of the information – if it’s correct, click ‘Submit Order'. Your email will then go to the national office for review. Once approved, your emails will be sent to the recipient list shortly thereafter!

FULFILLMENT EMAILS After your email order is approved and the emails are sent, you can log back into the Fulfillment system to see statistics (i.e., opens, bouncebacks) on your emails. Do this by clicking ‘Recent Orders’, and then click the order number in the list that is displayed: On the 'View Order' screen, click the ‘Here’ link to see your statistics:

QUESTIONS? If you have trouble placing an order, contact Franklin at PhiKappaPhiSupport@gofranklingo.com. You may also contact Kam Lubben (klubben@phikappaphi.org) at the national office if you need assistance.