Best practices for merging agency sub-accounts?

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We currently have an agency account with three distinct sub accounts. To allow for better sign ups across our accounts, we are hoping to merge into a single account. However, we're not sure the best way to "combine" our audience. For instance, if someone has "opted out" of one set of emails but not the other, how will emma handle it if we combine accounts? What's best practice? Erring on the side of opt out? Or opt in?
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KIPP Foundation

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Posted 4 years ago

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Paul Zimmerman-Clayton, Official Rep

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Hey there! Great question! There are a few potential issues here, so let me give a few general guidelines, then advise on some possible paths forward. 

At Emma, we require that each email address be given directly and specifically for the purpose of receiving from a single sender. This means that, for example, if you have three different schools, each school has their own sub-account, and each school is gathering emails for their own mailing list, you couldn't combine those three lists, since some of the recipients never gave their email address with the intention of being contacted by the other two schools. 

If, however, those email addresses were collected by a broader organization (like KIPP generally), and you're using the sub-accounts to send specific mailings to that audience, you could combine those lists without a problem. 

As far as the opt outs, you would definitely want to err on the side of opting out. If you're going to treat those three lists as a single list, like in the second example above, you should also treat the opt-outs as being on the same list. 

If you've collected the addresses as part of a broader organization, you'll want to export the three audiences, and import them into the new sub-account. You'll then want to export all opt outs from all three accounts, import them into a group in the new account, and opt out the entire group. This will make sure that no one who has previously opted out receives from your mailings. 

If you've collected the addresses on behalf of three different schools, or are in a similar situation, things get a little bit more complicated. If that's the case, please let me know and we can talk through some additional options. 

I hope this helps! Let me know if you have any more questions!
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KIPP Foundation

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This does help! Thanks, Paul.

You're correct that we did collect the addresses as part of our broader organization. The sub accounts were being used to manage internally (so different teams could send different emails) but we realize now that we're: often paying for the same user multiple times and not able to give users a single comprehensive sign-up form to manage their preferences.

This is great guidance as we move forward!
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KIPP Foundation

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Hi Paul - I did have one more follow-up question. :)

If we wanted to "close" one sub-account in favor of merging, is it possible to migrate the "sent" emails to the new merged account?  So the new, comprehensive account has our historical record of emails and our templates?
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Emily Hollingsworth, Alum

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Hi there -- We can't merge accounts in terms of combining the data. You can merge your lists by exporting and importing the contacts from one account to the other, but there isn't a way for us to "move" mailings, response data or contact histories over to another account.