Member emails

Emailing your members

Some messages belong in an inbox, not the feed: a subscription reminder, an AGM notice, a note to the three people driving on Saturday. Write one with the same editor you use for posts, send it from your club's name, and check later who it reached.

What this covers

Email members lets an admin or editor write an email — a subject and a formatted body — and send it to individual members, to whole roles (like all Coaches), or to everyone in the team. Nothing is posted to the team feed: an email is its own thing, and it sends no push notification or chat message.

Everyone receives their own copy, so no member ever sees another member's address.

Send an email to members

1. Open Members and tap Email in the top bar (web), or open the menu and choose Admin → Email members. On the web you can also use Manage → Email members in the sidebar. The option only appears if you're allowed to send.
2. Tap the To row. In the sheet, switch on Everyone in the team, or pick any mix of Roles and individual Members, then tap Save. The row names who is selected, such as "Ana Ruiz, Bo Kim", with a +N after the first few.
3. Write the Subject, then the message in the editor. Bold, italics, links, headings, lists, quotes and code all carry through to the email.
4. Tap Send and confirm. If something is missing, Send tells you what: "Pick at least one recipient", "Add a subject" or "Write a message".
5. When it's done you see how many members it went to, plus the names of anyone who was skipped and why.

Choose recipients: search, filters and groups

In the recipient sheet, type in the search field to narrow the list. It matches first name, last name or email, in any order, and ignores accents, so "ana ru" finds Ana Ruiz. Anyone you've ticked stays ticked even when a search hides them.

• Joined narrows the member list by when people joined: Any time, Last 30 days, Last 90 days, This year, or Pick dates… for a custom range.
• While a search or Joined filter is active, Select all (with the count) ticks everyone shown, and Clear unticks them. Untick individuals to leave them out.
• Save as group stores the ticked members under a name, such as "Rugby 101 prospects". Saved groups are listed under Groups at the top of the sheet: tap one to add its members, or tap the bin to delete it. Saving under an existing name replaces that group.

A member with no email address on their profile is shown in red, so you can spot it before you send. Groups are shared by everyone in your team who may send emails, and nobody else. Someone who has since left the team is skipped.

Save a draft and finish it later

1. While writing, tap Save draft in the top bar (an icon on a phone). The subject, message and who it's addressed to are saved to your account, so you can carry on from another device.
2. If you leave the composer with unsaved changes, you're asked to Save draft, Discard or Keep editing. An empty or unchanged composer just closes.
3. Your drafts are listed at the top of Sent emails, newest first, with their subject and when you last edited them. Tap one to reopen it, or tap the bin to delete it.
4. Sending a draft removes it from the list. If the send reached nobody, the draft stays so nothing is lost.

See what was sent: Sent emails

Open Sent emails from the menu, from the web sidebar, or with the sent-emails button in the composer's top bar. It answers "what did we send, to whom, and did it arrive?"

1. Each row is one send: the subject, who wrote it, when, how many members it reached and how many were skipped. A pill says Sent, Partial or Failed.
2. Tap a row to open it. The Message tab shows exactly what was sent, with its formatting.
3. The Recipients tab lists every address it went to, one line each, marked Delivered, Failed or Skipped with the reason.
4. Tap Use as template to open the composer with the same subject and message, but no recipients. It's handy for a notice you send every season.

The address shown is the one the email was actually sent to. That's how you find the member whose profile still has an old address. If only some members' emails went through, the row reads Partial and the rest still show as delivered.

Email one member, or inactive members

• From a profile: open the member's profile and tap Email. The composer opens already addressed to just them.
• From Analytics: in the inactive members list, tap a member and choose Send an email. Analytics is for admins only, because it shows club-wide RSVP data.

See Members & profiles for more on profiles.

Where replies go

At the top of Sent emails, a card says where a reply to your club's emails currently goes.

1. An admin taps Set address and enters the club's own mailbox, such as a committee address or shared inbox.
2. From then on every member email uses it as the reply address and says so in its footer.
3. Clear the field to go back to the default, where replies go to whoever wrote the email.

Everyone who may send can see the address, but only admins can change it. It's shown to every member who gets an email, so it's best to use a shared club mailbox rather than one volunteer's private address.

Bounces, suppressed and skipped addresses

Some members won't get an email, and the result and the Recipients tab tell you why:

• No email address on their profile.
• Awaiting approval — members who haven't been approved into the club yet are never emailed, even if you pick them directly.
• Suppressed address — an address that hard bounced (it doesn't exist) or whose owner marked ClubMeister email as spam is never mailed again, by anyone. This protects delivery for every club. Update the member's address on their profile and check back.

Who can send

You need permission to edit members or admin settings — either one is enough. The system Admin role has both, and Editor has members edit, so both can send. Without the permission no Email option appears, and opening the screen directly shows "Not available for your role". An editor sees the Admin menu group with just Email members in it.

The same people can read the Sent emails history for their club. Only admins can set the reply address. See Roles & permissions to check who has what.