Summary
If you have imported subscriptions
If you have added a member to WebCollect and want them to buy a new subscription
If you have added a member to WebCollect and want them to buy a ticket to an event
If you have added a member to WebCollect and want them to update their membership form details
Overview
There are a number of different options for sending out the initial email to your members, depending on what it is that you want the member to do once they arrive on your WebCollect pages.
One-off exercise or something you are likely to repeat
If you are doing this as a one-exercise, then using the standard email feature is quick and easy to use. However, if you think that you may want to do this more than once (e.g. at renewal time each year, or for new members that join the organisation in the future) then the prepared email is a handy way to save the text.
If you have imported subscriptions
If we have done a subscription import for you (bringing in the details of which subscriptions your current members have), and you want members to log in and renew their subscriptions, then we recommend that you put some introductory wording in the subscription renewal email, and send that. Click here for details.
If you have added a member to WebCollect and want them to buy a new subscription
This is where you have not imported a subscription for the member, so as far as the system is concerned, they are buying a new subscription (even if they are in fact one of your existing members).
Using the prepared email
From Admin Home, click on Edit in the Customise Your Organisation section. Then click on the Email Content tab. Scroll down to the section: Prepared email text.
- Type the text that you want, inserting tags for the member's name if you want to personalise the email.
- Insert the [sign_in_details] tag. This will insert their personal login details. Click here for more information on tags
- Insert the link to the Subscriptions page. Click on Insert WebCollect Link (underneath the tag section). Select: Available subscriptions from the dropdown list.
- Scroll to the bottom of the page and click on Save.
Example text:
Dear [member_name],
We have recently starting using WebCollect to manage our membership subscriptions. Please click on the link below to buy your membership subscription online.
Subscriptions page link
We have already set up an account for you.
[sign_in_details]
Thank you
The Committee
Once you have finalised your email text, go to the members' list page to select the member(s) that you want to send it to (click on the members link in the Membership Summary section top left). Click here for details on how to use the filters to select the members that you want.
Once you have selected your set of members, scroll down to the section at the top of the list of members. Click on Choose action: Send. Select: Prepared Email from the dropdown. You will see a pop-up message appear saying "Are you sure you want to "Send Prepared email" with xx ticked members"?". Click on Ok to send.
Note: The "From Email address" (where the replies will come back to) for the prepared email is the email address that is saved against the organisation.
Using the standard email feature
From Admin Home, click on members in the Membership Summary section to go to the members' list page. Select the member(s) that you want to send it to (click on the members link in the Membership Summary section top left). Click here for details on how to use the filters to select the members that you want.
Once you have selected your set of members, scroll down to the section at the top of the list of members. Click on Choose action: Send. Select: Email from the dropdown. You will see a pop-up message appear saying "Are you sure you want to "Send email" with xx ticked members"?". Click on Ok.
This will take you to the screen where you type your email message. Please see the section above on the prepared email for help on writing the text/inserting tags etc.
Once your email is ready to go, click on Send.
Note: The "From Email address" (where the replies will come back to) for the standard email is the email address that is saved against the organisation.
If you have added a member to WebCollect and want them to buy a ticket for an event
Using the standard email feature
From Admin Home, click on members in the Membership Summary section to go to the members' list page. Select the member(s) that you want to send it to (click on the members link in the Membership Summary section top left). Click here for details on how to use the filters to select the members that you want.
Once you have selected your set of members, scroll down to the section at the top of the list of members. Click on Choose action: Send. Select: Email from the dropdown. You will see a pop-up message appear saying "Are you sure you want to "Send email" with xx ticked members"?". Click on Ok.
This will take you to the screen where you type your email message. Please see the section above on the prepared email for help on writing the text/inserting tags etc.
When inserting the WebCollect link, in the dropdown, select Event. Then select the particular event that you want to link to.
Once your email is ready to go, click on Send.
Note: The "From Email address" (where the replies will come back to) for the standard email is the email address that is saved against the organisation.
If you have added a member to WebCollect and want them to update their membership form details
Using the standard email feature
From Admin Home, click on members in the Membership Summary section to go to the members' list page. Select the member(s) that you want to send it to (click on the members link in the Membership Summary section top left). Click here for details on how to use the filters to select the members that you want.
Once you have selected your set of members, scroll down to the section at the top of the list of members. Click on Choose action: Send. Select: Email from the dropdown. You will see a pop-up message appear saying "Are you sure you want to "Send email" with xx ticked members"?". Click on Ok.
This will take you to the screen where you type your email message. Please see the section above on the prepared email for help on writing the text/inserting tags etc. In this case, you can use the [sign_in_with_link] tag, which includes a link to the member's home page for your organisation on WebCollect. You don't need to insert a separate WebCollect link if you use this tag.
Once your email is ready to go, click on Send.
Note: The "From Email address" (where the replies will come back to) for the standard email is the email address that is saved against the organisation.
Send yourself a test email
If it's the first time that you have sent an email like this, we recommend that you send one to yourself first to try it out, and see how the email looks in your inbox.
