Sending an Email from the Membership or Contacts Module

There will come a time where you'd like to communicate via email with players who have joined your venue. You can send emails to your contacts through the Contacts module or Membership module. 

If you wish to send attachments, this can be done via the Contacts module or Membership module (each has their own method - see below). 

• How to send emails via the Membership module
• How to send emails via the Contacts module

Please note: Emails will NOT be sent to junior contacts, their main contact will receive any emails sent.

To be able to send emails you must have full admin rights, or contacts or membership admin rights.  

You can view all the emails sent via the email log: Email Log.

How to send emails via the Membership module:

Step 1: Go to the Membership module on the left hand side in the Admin area. You can send members emails from either within their membership package or by selecting 'View all members' in the top right-hand corner. 

Step 2: You need to select all the members you wish to email by ticking the check box next to their name or clicking the select all box which appears at the top next to the 'First Name column'. This will allow you to select the button (envelope icon) at the top. 

Step 3: As soon as you have clicked this, you will see this overlay appear.

Please remember to select the 'Include unregistered?' box to send your emails to those who haven't yet registered to the platform. 

You can also see who your email is going to by clicking on the blue 'Show recipients' button.

Please bear in mind that this number may be lower than the number of contacts selected for a number of reasons.

• The member has unsubscribed from emails, you can check this in the Contacts module
• Doesn't have an email address associated with their record
• Appears multiple times (the email will only be sent once for example if two members have the same email)
• Is a junior member and doesn't have a parent/ guardian associated with their record 

You can enter your subject and text (up to 9999 characters). The system will automatically enter the first name of the recipient on the email that they receive. 

There is also various formatting options such as adding images, hyperlinks, changing font styles and adding bullet points. 

Step 4 (optional): You can add any attachments required by highlighting any text (drag mouse over text & right click) which is related to the file you want to send, for example 'weekly newsletter'. 

Skip to step 8 if you do not want to send any attachments in your email. 

Step 5: Click the globe icon within the text editor toolbar and 'Browse Server' for file:

Step 6: Select the 'file' you'd like to add to the email from your device/computer. Select 'Upload' in the corner if the file isn't already in your documents  and then choose the file.

Step 7: Click on 'OK' to complete changes:

Step 8: Once you have finished typing your email, click 'Send'. You will see a loading sign and then be taken to a confirmation screen. 

How to send emails via the Contacts module:

You can email members from within the Contacts module or within the member's contact profile. 

Step 1: Emailing through a member's contact profile 

To send an email through the members' contact profile, click on the member's contact record to open it up and select the 'Email' button.

Step 2: This is the email overlay that will appear. Type your email out select the blue 'Send' button to send the email.

Step 1: Emailing through the contacts table

To send an email from within the contacts table, select the contact(s) that you wish to send an email to. Follow the same steps as sending an email from the Membership module. This is the email overlay that you will see.

You can email one or all the contacts. You can use the filters to decide who you need to email. 

You can add an attachment to the email. o do this, click 'Browse' under 'Attachment' below the email text box and upload the relevant file, making sure it is in a compatible format. To select more than one attachment or a larger attachment, please see step 4 under how to send an email from the membership module section. 

Please note: Only one document of the size of 1MB can be attached. 

Please bear in mind that this number may be lower than the number of contacts selected, this could be for a number of reasons:

• That the member has unsubscribed from emails
• Doesn't have an email address associated with their record
• Is a Junior record and doesn't have a parent/ guardian associated with their record 

Remember to include unregistered contacts if you want these included by ticking the box at the top of the email overlay. 

Once you have inputted your content (9999 characters), click 'Send'.

You can check the status of all outgoing emails in your Email Log.