Overview

Email is the most cost effective and efficient method for communicating with your membership. The Clubessential Email System complements and supports the powerful website tools, making it easy to engage with members quickly.

Use Case(s)

Through email, we can provide a snapshot of upcoming events or alert members of important news. It is best to provide short emails that drive members back to the website to increase website participation. Emails can also be targeted to specific members by using Static and Dynamic Groups to ensure the message is sent to the right audience.

Video

This video provides an overview of how to use the - Email Composing and Sending features.

Note: Sections of the video have been referenced below with corresponding times in the video for ease of access

Total Video (Length)	8:37
Creating Special Accounts for Emailing	0:51	Composing Emails with Templates	3:05
Accessing Compose Email	1:58	Choosing Recipients	5:03
Email Interface Overview	2:22	Adding a Subject	6:04
Creating Email	2:35	Sending an Email	7:03

Content

Accessing the Tool

To access the email creation tools, follow the steps below depending on your access role.

Admins: Hover over Admin bar in the left hand corner of the screen, select Compose Email.

Editors: Hover over Admin in the main navigation, select Main Tools, and then Inbox/Groups.

The following Email interface screen will launch.

Email Tab Overview

In the middle of the above screen, the following tabs appear.

- The HTML tab is for setting up the email that will display using HTML
- The Plain Text tab is for email services that do not read HTML
- Text Message is used for sending out text message alerts

This section will focus on the HTML tab.

Create an Email

Emails can be created using email templates that were designed based upon your website look. You may also create your own templates to use as well. Using templates allows for quick editing, along with reinforcing your brand identity.

Create Message from a Template

To create a new HTML message, select the click to edit button under the HTML tab, which will open the Editor.

Next, select Insert, then Template. Then, choose between a 1 column or 2 column template. (Note: Further Template options may be available under the My Saved option depending on whether previous templates have been saved).

Once selected, a Stock (Generic) Template will open.

Delete the stock information on the template and type in your communication.

If copying text from another source, remember to use the Paste as Plain Text function to strip outside formatting.

Add imagery and hyperlinks throughout to enrich the communication while driving members back to the website.

Once message is complete, click Save to return to the main template.

The following screen will open where Recipients can be added, Subject line populated, settings defined, and message previewed.

Choose Recipients

Choose the recipients of the email, by clicking on the desired method to assign recipients.

- - Members: Select members individually to receive messages.
  - Staff: Select Staff/Employees individually to receive messages.
  - List Recipients: Not used
  - Static Groups: Send to specific Static (fixed Member) groups

- All Members: all members active in the directory
- All Staff: all staff active in the directory
Dynamic Groups: send to specific Dynamic (fluctuate based on defined criteria) groups.
Mailing Lists: Not used
Events: Attendees from a specific event

For example, to select Members, click on the Available Members name from the listing on the left. Member(s) will be added to the Selected Members column on the right. Click Update Members to add the selected Members to the Recipient list and return to the email.

Add Subject

Next, add a subject to your message. Target the subject so it is clear what the message entails. Use your Club’s name so Members recognize the email. Avoid caution words such as “money” that email services can flag as spam, and prevent delivery to your Members.

Email Settings / Preview

Use default and recommended Send to External Email Address option designated below. (Note: Other options are tied to older versions of the software, and are not recommended).

Click Preview Message to review message prior to sending.

Email Delivery Options

Once reviewed, the message can be either sent or saved for later sending. Additional options also exist to assist with tracking.

First, designate whether to use Primary Addresses, Secondary Addresses, or Both (as defined in the Member setup). Most common (and Default) option is Primary Address Only.

Next designate whether to Track the Message (for viewing/delivery statistics), and whether you would like to receive a notification email when sending is complete.

Finally, choose from the following options to define next steps.

- Send Message Now - Sends the message. After sent, it will show in the Sent tab.

Save Changes - This will place the message in drafts to revisit later.

Send a Test - This will send a test to a desired email. Select an Available User, or enter an additional email (that can be from outside the system) to test the email as highlighted below.

Make Changes - Takes you back to the first screen for further editing (composing).
Schedule for Later - Allows set-up to send the message at a later date and time, and/or to set-up recurring emails. Designate whether the email will be sent once, or will be recurring. Then, specify date and time to send. Click Update Schedule to save and exit

FAQs

Q: What is the best way to see how my email looks before sending?

A: Send yourself a test email prior to sending the email to everyone on the recipient list.

Best Practices

When creating a subject for your email, it is best to keep the subject short and direct. The better you can inform your audience of the email content in an enticing email, the better chances of open rate. Never use suggestive titles that refer to money as this may cause email providers to flag the message as spam.
It is best to keep the email content short and direct, just like the subject. Have the information be easily accessible and quick to read. For more lengthy passages, drive your audience back to the website for further reading material. Driving members back to the website will also increase their site usability and it allows for them to see alternate communications.
Adding links and imagery in your email enhances the overall aesthetic, reinforces your message, and encourages members back to the websites. If you’re promoting an event for instance, include an image that helps to complete your message. Add a few sentences marketing why your members should attend the event. Make sure to link back to the event on the calendar so members can either read more information, or sign up for the event.
Have you ever received unwanted emails that just don’t seem to apply to you? Combat bombarding all members with communications that may not be relevant by increasing your Static and Dynamic Groups on the website. Through Static and Dynamic Group, we can create various user groups to send email communication to that is relevant to your members based on their interests, member type, or event past event attendance.
Emails can take time to create, and sending one out last minute can result in errors in the email. Take the time to create emails ahead of time and use the Schedule for Later option to send emails at a later date.
Practice makes perfect, which is why the Blast Email system allows for a test to be sent. Always test your email so you can see how this will come through on various email systems. Review the email like a member would, and be sure to test all links.

Downloadable Guide

Email Composing & Sending Guide

Next Lesson: Email Reporting