Sending Emails

A guide to sending emails with ClubPal.

Sending Emails

Administrators or coaches can send emails to members directly via the platform as required. For example, a coach may need to email session participants with an important update, or an administrator might need to email a member about their membership. You can launch the Quick Compose Email tool from the following locations:

Members List

From the Member List page at Admin > Membership > Members you can compose an email to all members listed in the current filter. This gives you a quick way to send emails to Active or Lapsed members, Administrators, Coaches, or simply all members.

Session Page

A Coach or Administrator can send an email to all members booked on to a session from the session details page. The Email option appears under the '...' on the session header.

Member Profile

From the Member Profile page you can quickly compose an email to the member from the header.

Quick Compose Form

The Quick Compose form, as the name suggests, allows you to quickly send an email to either an individual or a group of members without leaving the current context. In many cases the Quick Compose form will be pre-populated with recipients based on what you are doing e.g. when viewing a session, launching the Quick Compose editor will be pre-populated with all members booked on to that session. Below is a list of the options available in the Quick Compose editor.

To

The Quick Compose email form can be pre-populated with recipients based on the context it is launched from, but you can always add additional recipients by searching for them by name.

You can also send emails to members in Smart Groups. In the To field you can enter Active Members, Lapsed Members etc. as well as Administrators and Coaches. In addition you can send emails to members in your own Custom Groups by entering the name of the Group.

Subject

When starting the email from the session page, the Subject will be pre populated with the session name or date. Otherwise, provide a subject for the email.

Body

This is the main content of the email. You can add and format text and insert images.

Attachment

You can attach 1 file with a maximum size of 5Mb.

Open in full editor

When clicking this button, the email will be launched in the full email editor.

Note. Emails sent using the Quick Compose form will be sent as Club Communications and will be sent regardless of members contact preferences. Please refer to the Email Type section in the Full Editor configuration for more information about GDPR and email types.

Full Editor

In addition to the Quick Compose email tool, you can also use the full editor with even more options available. You can access this either via clicking Open in full editor from the Quick Compose form, or via Admin > Emails > Compose.

Email Type

The email type will determine if a members contact preferences will be used to decide if they should receive the email.

Club Communication: This option will send the email to all members in the To field, regardless of their contact preferences. This can be useful for important club communications that would be permitted under the GDPR "lawful basis" clause.

Newsletter: The Newsletter option can be used for all other communications where the members contact preferences will be honored. e.g. if they opt out from receiving general updates from the club, they would not receive emails sent under this category.

To

Search for members to send the email to or use Smart Groups. In the To field you can enter Active Members, Lapsed Members etc. as well as Administrators and Coaches, or your own custom Groups.

Subject

Enter a subject for the email to send.

Body

This is the main content of the email. You can add and format text and insert images.

Attachment

You can attach 1 file with a maximum size of 5Mb.

Schedule Sending?

You can optionally configure the email to be sent at a specified date and time.

Automated Emails

ClubPal will send emails to members when events occur within the platform. The list below outlines the various emails that will be sent out by ClubPal.

Sessions

The following emails are sent out for activities related to Sessions.

  • Booking Confirmed

    When a member books on to an event, they will receive an email confirming their booking with details of the session they have booked on. If a member has been placed on a waiting list, they will then receive a booking email if they are promoted from the waiting list to the confirmed list.

  • Booking Cancelled

    If a member cancels their booking they will receive an email confirming their cancellation.

  • Added to Waiting List

    When a member books on to a session that is at capacity, they will be placed on the waiting list and an email will be sent confirming their addition to the list.

  • Session Cancelled

    If a session is cancelled, all members with a confirmed booking will receive an email to inform them the session has been cancelled.

    Note. Emails will only be sent when a session in the future is cancelled.

    Note. Members on the waiting list will not receive the Session Cancelled email.

  • Session Updated

    If a session date or time is changed and the session has not yet ended, all members booked on to the session will receive an email with the updated details.

  • Session Created Admin Only

    An Administrator can optionally elect to receive an email when a new Session is created. This setting can be set under Profile->Preferences.

Payments
  • Payment Receipt

    When a member makes a payment on the platform, an email receipt will be sent to them for their records.

Membership
  • Membership Activated

    When a member purchases or is manually added to a Membership Package they will receive an email confirmation with the details of their new membership.

  • Membership Expiry Reminder

    When enabled, an email reminder is sent to a member the configured number of days before their membership expired.

    Note: If the member has opted to automatically renew their membership, an expiry reminder will not be sent.

  • Membership Renewal Reminder

    When enabled, if a member has opted to automatically renew their membership, a reminder email will be sent the configured number of days before the membership expires.

  • Membership Renewed

    If a member has opted to automatically renew their membership, they will receive an email confirmation when it has been successfully renewed.

  • Membership Renewal Failed

    If a member has opted to automatically renew their membership but the renewal failed (e.g. the payment card had expired or was declined), they will receive an email informing them and inviting them to manually renew.

  • Membership Activated Admin Only

    An Administrator can optionally elect to receive an email when a membership package is purchased.

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