Byfc Email Templates For Group (2015)

A program of Arkansas Blue Cross and Blue Shield,
Arkansas Department of Human Services

and the Arkansas Department of Health
EMAIL TEMPLATES FOR GROUP ADMINISTRATORS

This package contains a list of emails that group administrators in the Blue & You Fitness Challenge
can use to encourage their teams. All content, images and dates are suggestions. Feel free to
change the text or switch images in order to motivate your team and reach your goals. Images with
the Arkansas Blue Cross and Blue Shield logo provided in this packet cannot be altered in any way.
Please refer to the logo guidelines on the Blue & You Fitness Challenge website.
When using the templates
nn Highlighted sections either require personalized team information or are a mention
of prizes. If your group is not supplying prizes, you will need to remove that text from
your emails.
nn Using a tag in the subject when sending emails will let recipients know its related to
the Fitness Challenge. Examples: #BYFC or Fitness Challenge.
If you have trouble copying and pasting from the document, please email us at
info@blueandyoufitnesschallenge-ark.com to receive a Microsoft Word version. Images are
also available for download on the Blue & You Fitness Challenge website. To access, log in and go to
the Admin page to view Contest Resources.
TABLE OF CONTENTS
PRE-CHALLENGE
December 1 February 28

Email description Suggested date Page
Recruit Participants
Recruitment 1 As needed 1
Recruitment 2 As needed 2
Last Day to Register February 28 3
Welcome to the Challenge February 28 4
DURING CHALLENGE
March 1 May 31

Challenge begins March 1 6
Choose a prize if havent As needed 7
Logging Reminders
One week in March 8 8
Bi-weekly reminder 1 March 15 9
Bi-weekly reminder 2 March 29 10
Nonstarter dropout reminder April 6 11
Bi-weekly reminder 3 April 12 12
Bi-weekly reminder 4 April 26 13
Bi-weekly reminder 5 May 10 14
Bi-weekly reminder 6 May 24 15
Progress Updates
Monthly update 1 March 31 16
Monthly update 2 April 30 17
Monthly update 3 May 31 18
POST-CHALLENGE
Congratulations June 1 19
Last day to log reminder June 8 20
PRE-CHALLENGE
RECRUITMENT EMAIL 1
Suggested send date: As your program is ready
Send to: Potential participants
Purpose of email: To raise awareness of the upcoming Challenge and encourage participation.
If you are offering any perks, prizes or benefits associated with a wellness program, be sure to
mention them.
Subject: #BYFC Get ready for the challenge ahead!

Message:
[Team name],
Its almost time for the Blue & You Fitness Challenge, the
annual three-month activity frenzy! Well compete against
other teams our size by earning points for exercise. Thirty
points to complete the Challenge, but more than 180 are
possible!
Of course, the real competition is ourselves. Whether
youre an experienced athlete who wants more or a
newbie who wants to get on track, the Challenge is an
OPPORTUNITY to prioritize your health and put yourself
first. Plus there are prizes for participants!
Registration is open until February 28. Secure your spot
by
1. Going to blueandyoufitnesschallenge-ark.com
2. Selecting Register
3. Entering our group code: [group code]
4. Completing the entry form
Thats it! When the Challenge starts on March 1, youll start logging your exercise. Its so easy to
participate, youll be your favorite project!
blueandyoufitnesschallenge-ark.com
PRE-CHALLENGE
RECRUITMENT EMAIL 2
Purpose of email: To remind group of Challenge and the approaching registration deadline.
Subject: #BYFC Exercise is a reward

Message:
[Team],
Dont be turned off at the idea of exercise. Its not a
punishment, its a reward! When you move, you release
all kinds of feel good hormones, you sleep better, relieve
stress and improve your health. Dont believe me?
Give the Blue & You Fitness Challenge a shot. For just
three short months (March 1-May 31) move more and
see how you feel. Satisfaction guaranteed or your money
back.
Did I mention the Challenge is FREE? So theres truly
nothing to lose but sleepless nights, headaches and
maybe even a pound or two.
Theres still time to register if you havent already (deadline is February 28)
1. Go to blueandyoufitnesschallenge-ark.com
2. Select Register
3. Enter our group code: [group code]
4. Complete the entry form
Trust me, if youre in ityoull win it. Youre going to love the way you feel.
PRE-CHALLENGE
LAST DAY TO REGISTER EMAIL
Suggested send date: Early on February 28
Purpose of email: To encourage last-minute participants to sign up
Subject: #BYFC Dont be left behind!

Message:
[Team],
Today is the last day to register for the Blue & You Fitness
Challenge! Tomorrow well start moving, grooving and logging our way to healthier, happier versions of ourselves.
Be sure to sign up for the journey if you havent already!
1. Go to blueandyoufitnesschallenge-ark.com
2. Select Register
3. Enter our group code: [group code]
4. Complete the entry form
Lets make the most of the next three months TOGETHER!
DURING CHALLENGE
WELCOME TO THE CHALLENGE EMAIL
Suggested send date: late in the day on February 28
Send to: Participants who have registered
Purpose of email: To explain
Points and leaderboard
How to form teams (2 methods, only relevant if you set up your group to create teams
Subject: #BYFC Team UNITE

Message:
[Team],
Wow! I hope you guys are as excited as I am about the Challenge. Heres a chance for us to prove
our commitment to health through movement!
The Challenge officially begins tomorrow, so below are some basic guidelines for you to know what
to expect:
Logging activity
Logging weekly helps the leaderboard stay updated, but you can do it as often as you need. If you
do not log at least one March workout by April 6, you will be considered a nonstarter and dropped
from the Challenge. How to log:
1. Go to blueandyoufitnesschallenge-ark.com (you can even do this from your phone!)
2. Enter your ID and password
3. Select the activity that most resembles your activity, enter the time and the day it was
completed and select Save
Points
You can earn 1-2 points a day based on the intensity and duration of the activities you log.
Moderate activities (like hiking, mowing, softball) = 1 point for 30 minutes or 2 points for 60
Vigorous activities (like mountain climbing, soccer, cycling at 10+mph) = 2 points for 30 minutes
Steps (monitored through a tracker like a pedometer, Fitbit or Jawbone) equal 1 point for 7,500
steps or 2 points for 10,000+
Teams
If you feel like friendly competition, you can create or join a sub-team.
To form a new team:
1.
2.
3.
4.
5.
Sign in to your Fitness Challenge account

Select My Info next to your name
Select I would like to form a team
Enter your team name
Wait for approval and instructions
To join an existing team:

1.
2.
3.
4.
Sign in to your Fitness Challenge account

Select the Team Standings link on the Activity Log page
View list of current teams (select a team to view its members and captain)
Contact team captain to join
WINNING
To complete the Challenge, you need 30 points. Thats basically 30 minutes of moderate exercise
3x a week for the 3-month contest.
However, since you can earn up to 2 points per day, the maximum number of points is 184. That
means theres no reason to stop at 30! You can keep logging to help [Team] climb the leaderboard.
The leaderboard is where we see how we rank based on participation and points. The team in our
size category with the most points at the end of the Challenge is the winnershouldnt that be
us?!
Prizes
[Explain the prizes your team receives, if any].
Thats it! You guys are ready. Now rest up for the big day tomorrow!
DURING CHALLENGE
CHALLENGE BEGINS EMAIL
Suggested send date: March 1
Send to: Participants who have registered
Purpose of email: Announce the Challenges launch.
Subject: #BYFC Game on!
Message:
[Team],
Today marks the start of the three-month Fitness
Challenge. Lets make the most of this competition by
moving more than we ever have before!! Dont forget to
log at least one March workout before April 6 otherwise
youll be dropped from the competition.
Good luck out there!
DURING CHALLENGE
CHOOSE PRIZE IF HAVENT EMAIL
Send to: Participants
Purpose of email: Only send this email if
1. you are offering a choice of prizes to participants AND
2. prizes were NOT entered into the website until after participants started registering
(meaning they did not have a chance to select a prize during their registration process
Subject: #BYFC prizes are in!

Message:
[Team],
You can now choose your hard-earned prize for completing the Blue & You Fitness Challenge.
Options include:
[add prize descriptions]
To make your selection:
1. Log in at blueandyoufitnesschallenge-ark.com
2. Select My Info on the Activity Log page
3. Choose your prize from the dropdown menu and Save
Thats it! Continue to work hard and youll receive your reward for at least 30 points after the contest concludes.
DURING CHALLENGE
LOGGING REMINDER ONE WEEK IN EMAIL
Purpose of email: Encourage participation and logging.
Subject: #BYFC One week in!
Message:
[Team],
Hows it going out there? Feel good? Havent started yet?
As they say, the hardest part is putting your shoes on.
If any of you are worried about your current fitness level,
dont be!!! Put your heart into it (and your shoes on) and
give it a chance. Just trying will put you in the gameand
help your team earn points! We need you! You need you!
Dont forget to log by April 6.
DURING CHALLENGE
LOGGING BIWEEKLY REMINDER 1 EMAIL
Subject: #BYFC Its all good!
Message:
[Team],
Great job on logging! Remember, if you cant find your
activity on the list, you can choose the one that most
closely resembles it. Make your sweat count!
Log at: blueandyoufitnesschallenge-ark.com
DURING CHALLENGE
Subject: #BYFC What time is it?
Message:
[Team],
Alright guys, were almost one month inwhat have
you learned? One thing is for sure: you have to make
time to exercise. It doesnt just happen, does it? Kudos
to everyone prioritizing their health and making the time.
You are the bedrock of this team!!
Dont forgetApril 6 is a logging deadline. If participants
dont log at least one March workout by April 6, theyll be
dropped from the contest. Lets have a 100% retention
rate!!!
10
DURING CHALLENGE
NONSTARTER DROPOUT REMINDER EMAIL
Suggested send date: April 6
Send to: People who signed up for the Challenge but who have not logged. Refer to the Setup
Guide for how to run reports on members checkpoint status.
Purpose of email: To encourage logging and avoid being dropped.
Subject: #BYFC You are not a quitter.
Message:
TODAY IS DROP DAYIF YOU DONT LOG, YOU GET
DROPPED
Hey! I know the competition can seem like a lot of work.
Like just another thing to do or check off. Maybe you
feel like youre too far behind to catch up
NOT TRUE! You still have six weeks to earn points and
you only need 30 to complete the Challenge. Just 30! You
have it in you, I know you do.
Log one of your March workouts TODAY and live to fight
another day!
11
DURING CHALLENGE
Subject: #BYFC What do you see?
Message:
[Team],
Were halfway through! Are you noticing any changes in
the way you feel or look? How are your energy levels?
Results come with consistency, so keep it up!
Be sure to log so everyone else can notice our teams
improvements, too!
12
DURING CHALLENGE
Subject: #BYFC Guess whos watching
Message:
No really, think about whos looking to you during this
Challenge. Maybe theres someone who didnt sign up,
who wasnt ready for the Challenge Someone who
needs to see what its all aboutand that it CAN be done.
Youre showing the way!
Keep grooving and logging, youre doing great!
13
DURING CHALLENGE
Suggested send date: May 10
Subject: #BYFC In full stride!
Message:
[Team],
Youve probably learned a lot in the last two months about
what does and doesnt work for you. Hopefully youve
settled into a routine that will help you define your stride
and make real advancements.
Now dig deep and push yourself. Eek out that little bit
extra for a just a little bit longer!
And dont forget to log your routines!
14
DURING CHALLENGE
Subject: #BYFC Glisten up!
Message:
[Team],
One more week until the Challenge ends on May 31. Be
sure to finish strong because every activity and point
matters!
Log now!
15
DURING CHALLENGE
MONTHLY PROGRESS UPDATE 1 EMAIL
Purpose of email: To inform your team of its standing against competitors and motivate them to
log. You may want to take a screenshot of the leaderboard to share with your team and focus on a
positive aspect of it (such as high participating percentage or high average number of points).
Subject: #BYFC First months progress
Message:
[Team],
Great job on your first month of moving! Were currently in [rank, i.e. third, eighth] place with
[average # of points] average number of points. Remember to log oftenit helps our stats and
shows other teams that we mean business! Also be sure to log a March workout before April 6 if
you havent. If you dont, youll be dropped from the competition and we NEED YOU!
16
DURING CHALLENGE
Subject: #BYFC Second months progress
Message:
[Team],
We are on our way! Were currently in [rank, i.e. third, eighth] place with [average # of points]
average number of points.
Dont forget the key to being on top: moving and logging often! Stats are calculated in real-time, so
the more often we update, the more accurate the stats are.
17
DURING CHALLENGE
Subject: #BYFC Final months progress
Message:
[Team],
You guys have done a great job the last three months! Were currently in [rank, i.e. third, eighth]
place with [average # of points] average number of points.
Please be sure that all of your workouts are accounted for at blueandyoufitnesschallenge-ark.com.
We have until June 8 to enter any remaining workouts, receive points and move up!
THANKS EVERYONE!
18
POST-CHALLENGE
CONGRATULATIONS EMAIL
Suggested send date: June 1
Purpose of email: Congratulate participants for their efforts and encourage continued activity.
Subject: #BYFC Its not over til its over
Message:
[Team],
The Blue & You Fitness Challenge officially ended yesterday. We have until June 8 to log all of our activities prior
to May 31st. Be sure to add your entries and get those
points!
Hopefully youve noticed improvements in your physical
and mental health. Just because the contest is over, you
dont have to give that up. Fitness should be a lifetime
pursuit. Its never over.
Stay active and your goals will become accomplishments.
Log before June 8.
19
POST-CHALLENGE
LAST DAY TO LOG REMINDER EMAIL
Suggested send date: June 8
Purpose of email: Remind participants of last day to log.
Subject: #BYFC Last day to log!
Message:
[Team],
Dont forget now and regret later!
Log any unaccounted activities from before May 31st
TODAY at blueandyoufitnesschallenge-ark.com. Your team
needs your participation points!
20

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A program of Arkansas Blue Cross and Blue Shield,

Arkansas Department of Human Services

EMAIL TEMPLATES FOR GROUP ADMINISTRATORS

Subject: #BYFC Get ready for the challenge ahead!

Subject: #BYFC Exercise is a reward

Subject: #BYFC Dont be left behind!

Subject: #BYFC Team UNITE

Sign in to your Fitness Challenge account

To join an existing team:

Sign in to your Fitness Challenge account

Subject: #BYFC prizes are in!

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