Opt-outs

Communications → Opt-outs lists everyone who has asked not to receive a kind of email or SMS: which kinds, when, how it was recorded, and why. It is the counterpart to Deliverability. A bounce is an address to fix; an opt-out is a choice to respect.

The kinds of mail someone can opt out of

Ayuna keeps one switch per kind of mail on each person's profile, and every send checks it.

Kind	What it covers
Newsletter	Newsletter campaigns.
Email updates	Marketing, event promotion and fundraising campaigns. These share one switch, so opting out of one is opting out of all three.
Volunteer opportunities	Emails about volunteer shifts and openings.
SMS	Text messages. SMS needs an explicit yes before anything is sent, so this lists only people who have explicitly said no.

Receipts, confirmations and account emails are not affected by any of these. Someone who has opted out of everything still gets their donation receipt.

What you'll see

One row per person. The tiles at the top count people opted out of anything, people out of each kind, and opt-outs recorded in the last thirty days.

• Constituent — linked to their profile.
• Contact — the email and phone on the record.
• Opted out of — a badge for each kind they are out of.
• Recorded by — how the opt-out came to be, with the recorded reason underneath:
  • Unsubscribe link — they clicked the link in the footer of an email. The reason says which kind of email it was.
  • One-click unsubscribe — they used the Unsubscribe button their mail app shows next to the sender's name (Gmail, Yahoo and Outlook offer one). Same effect as the footer link: only the kind of email they were sent, recorded here the moment they press it.
  • Staff — someone recorded it on this page, with their note.
  • Record merge — two duplicate records were merged and the more cautious setting was kept.
  • Data import — the person was marked as opted out in your previous system and arrived that way when your data was migrated. The reason names the system they came from.
  • Not recorded — the switch is off but nothing says how. Usually the person changed it on their own profile, or left it unchecked when they signed up.
• When — when the opt-out was recorded. Blank when it was not recorded.

The email address always gets a whole line to itself; the constituent, the source and the recorded reason are the ones that shorten as the window narrows, moving underneath the address rather than disappearing. Select any row to open the whole opt-out — including the recorded reason in full, which is usually what says whether opting the person back in would be right. Opt back in is on that dialog as well as on the row.

Occasionally a row shows Email record only: the record says the person opted out of email, but no kind of email is actually switched off on their profile, so campaigns will still reach them. That happens when a merge carries over the record but not the switches. Opting them back in from this page clears the record; or open the profile and switch off the kinds they meant to leave.

Exporting

Export CSV, next to Refresh, saves the opt-outs as a spreadsheet file — one row per person, with what they asked not to receive, how it was recorded and the reason. Choose a window and any filter on screen comes with it.

The window here is when each opt-out was recorded. A switch turned off on a profile with nothing saying when has no date to fall in a window, so those rows appear only in an export of everything.

Times in the file are your organization's own clock, and the timestamp column says which timezone in its heading.

Filtering

• Kind of mail — only people out of newsletter, email updates, volunteer opportunities, or SMS.
• Recorded by — one of the sources above.
• Search — by name or email.

Opting someone back in

Do this only when the person has asked to hear from you again. Anyone can opt themselves out through the link in every email, and re-subscribing someone who did not ask for it is the fastest way to a spam report, which hurts every email you send afterwards.

Click Opt back in on the row. Untick any kind of mail they did not ask for, write why in the note, and confirm. The change is recorded on their profile with your name, the note and the time, and the switches go back on.

Recording an opt-out for someone whose address is on the Deliverability list is done there: select them and choose Opt out. A way to record one for anyone else is planned.

Bringing opt-outs over from your previous system

If you're moving onto Ayuna from another database, people who opted out there can arrive already opted out. On the Contacts tab of the migration template (Administration → Data Migration → Download Template), set any of these columns to Yes:

• Email Opt Out — switches off every kind of email (newsletter, updates, and volunteer opportunities). Receipts and other transactional email still go out.
• SMS Opt Out — switches off text messages.
• Do Not Solicit — marks the donor Do not solicit: fundraising messages skip them and their profile shows it under Solicitation. This sits on the donor record, so it applies to anyone who is a donor once the import has run. If a contact has no gifts at all, the import warns you on that row instead; use Email Opt Out to stop their emails.

Imported opt-outs show on this page with Data import as the source. Leaving a column blank or entering No changes nothing, so re-importing a file never opts anyone back in. Any other value fails that row, because guessing could message someone who asked not to be contacted.

Ayuna has no setting for postal mail yet, so a "do not mail" flag from your old system can't be carried over this way.

Where else this shows

• Communications → Deliverability lists people who opted out through the unsubscribe link alongside bounces and spam reports, under the Unsubscribed outcome.
• The person's profile shows their current switches.