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. Finally, you can send emails to anywith with an active Membership package by selecting the package name.
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.
