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Scheduled Emails

Owned by Peter Hickson, created
Last updated: May 06, 2024
5 min read

Scheduled emails are emails that are sent automatically by the system based on changes to a Member List. While similar to Auto-generated Emails, they are not triggered by specific actions within the system but are instead sent at regular intervals as defined in the configuration.

In this example, we will create a welcome email that will be sent to new registrants.

Instructions

Member List

First, you will be creating a Member List to define the users that will trigger the Scheduled Email.

  1. Navigate to Email > Member List Manager.

  2. Click “Add New”.

  3. Complete the wizard:

    1. Name: Name the Member List.

    2. Description: Enter a short description of who the Member List shows and its intended use, i.e. for the scheduled email.

    3. Design: Add criteria to show users who have registered in the last 7 days. It should look something like this:

    4. Save: Once happy with the details, click “Save” to save the Member List.

      If you need more help with Member Lists, see this guide: Member Lists

Scheduled Email

Next, you will be creating the Scheduled Email.

  1. Navigate to Email > Scheduled Emails.

  2. Click “Create Scheduled Email”.

  3. Complete the wizard:

     

    1. Name: Enter a name for the Scheduled Email.

    2. Description: Enter a short description of the Scheduled Email, including who it is being sent to and why.

    3. Owner: The Owner will default to the person creating the Email.

    4. Active From: Select or enter a date that the Email will be active from. If left blank, the Scheduled Email will be active immediately, with the first emails being sent as early as overnight tonight.

    5. Active Until: Select or enter a date that the Email will stop being active. If left blank, the Scheduled Email will remain active forever.

    6. Regularity: Set how often the Email will be sent, providing the conditions meet the mode set below.

      1. Daily: Emails will be sent on the chosen days of the week.

        1. Days of week: Select the days of the week the Emails will be sent, providing the trigger conditions are met.

      2. Monthly: Emails will be sent once a month.

        1. Day of Month: Select on which day of the month the Email will be sent, providing the trigger conditions are met.

    7. Trigger: The trigger sets when an email will be sent. On the dates/days in the Regularity field, the conditions set here will be checked. If they are met, the Email will be sent to those in the Distribution section below.

      1. Mode: Select the mode that should be the trigger to send the Email in relation to the Member List selected below.

        1. Always: This means that the email will always be sent; regardless of the state of the Member List, this is not a common option.

        2. Member List not empty: The email will be sent if there is somebody in the List.

        3. Member List empty: The email will be sent if there is nobody in the List. This differs from “Always” in that it won’t be sent if there is somebody in the List.

        4. Member List changed: The system keeps track of who was in the List when the email was last sent. When the Scheduled Email is first created, it makes a note of who was in the List at that time. The email will then be sent if there is a difference between the two.

        5. People added to Member List: The system keeps track of who was in the List when the email was last sent. If new people have been added to the List, the email is sent.

        6. People removed from Member List: The system keeps track of who was in the List when the email was last sent. If people have been removed from the List, the email is sent.

      2. Member List: Select the Member List that the Scheduled Email is driven by.

    8. Sender/Reply-to: Select who the Email should be sent from, this will also be the reply-to email address.

    9. Distribution: Who the Email will be sent to if the Trigger conditions are met.

      1. Context-Specific Recipients: Should any of the users in the Trigger Member List be receiving this email? You can choose either “All members in Trigger Member List” or “Members added to list since last send” or neither.

      2. Role Recipients: Select users with certain Roles to receive this Email. Learn more about Roles in this guide: Club Roles

      3. Member Recipients: If this email should be sent to certain specific users, not related to their Role, enter them here. Start typing at least three characters of the name of a registered user and then select their name from the dropdown when it appears.

      4. Email Address Recipients: Enter the email addresses of those you want to receive this Email. This should only be used if one of the above options isn’t appropriate, e.g. if the recipient is not a registered user.

    10. Subject: Enter the subject of the Email.

    11. Email Body: Enter the main text of the Email. You can use text, images, links, and different formatting and styling.

      1. You can also make use of fields that can be specific to the recipient. “Member” fields will refer to who the email is about, whereas “Recipient” fields refer to the person receiving the email. For example, if you have selected Context-Specific and a Role Recipient in the Distribution section above, if you use “{{Member.Forename}}”, the Role Recipient would receive a copy of EACH email, as they will all be unique. Whereas if “{{Recipient.Forename}}” is used, the Role Recipient will only receive one copy.

    12. OK: Once happy with the details, click “OK” to save the Scheduled Email.

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