Communication

Email

Use WebCollect's extensive filtering system to select which members you want to contact, or send it to them all. When typing in your text, you can use WebCollect's tag system to personalise the email with each member's details.

Email features:

• Personalised text (Dear John...)
• Branded emails: Each email is sent branded with your organisation's name and logo
• Individual emails: Each email is sent individually, so members' email addresses are not disclosed
• Login details: Include each member's login details (as a reminder if you think they may have forgotten..)
• Insert links: Easy feature to insert links to any of your WebCollect pages. Useful for event invitations
• Attachments: Add documents or images to your email
• Drafts: Save as draft, so you can come back to it later..

Email lists

If you want to send regular emails to a specific group of your members, create an email list for that group to save you time.

Use WebCollect's filters to select the members you want in your list, for example:

• All members with a current individual subscription
• All members who ticked the "Interested in helping out" box in the membership form

You can give individual members limited access to send emails to specific lists, without giving them full access to the administration panel.

Events

Send invitation emails to your members:

Email event participants:

Subscriptions

One of the most time consuming jobs for any Committee has to be chasing members for their subscription renewals.

The Ultimate Solution

Import your members and current subscriptions. Set up the online Direct Debit payment method on WebCollect, set your subscriptions to "Auto-Renew" and job done! Members have to login once to set up their Direct Debit, and then it's job done for them too.

The slightly more conventional

For those organisations with members who prefer to pay by cheque or card, WebCollect can help to massively reduce the amount of running around for the Committee.

Use WebCollect's subscription filters to identify who needs chasing.

Then send them a subscription renewal email, which:

• lists their current set of subscriptions
• includes their login details (no excuses that they can't remember how to login)
• gives them a link that points to a great big Renew button

The very traditional

For those who have members who would like to stick with the very traditional, would rather never look at a computer and prefer a chequebook and pen, they can be catered for too.

Instead of sending them a subscription renewal email, select "renewal letter" and print off their letter for posting. The letters are created as a pdf file, complete with your logo, the member's name and address, along with details of their current subscriptions. They can post you back a cheque, and you can record the payment in WebCollect on their behalf.

Groups

Organisations that have group memberships, particularly family memberships, often find that only have email addresses for some members of their groups. In the case of junior memberships, the junior is the member, but when it comes to chasing their subscription payment it's the parents (chequebook!) that you want to contact. And when it comes to paying for postage for snail mail letters, you really only want to post letters to one member for the whole group.

We've given you a range of options, so depending on what you are doing (email, snail mail, texts), you can choose who to contact in the group. If you pick someone to email, and their email address is not valid, the system will check the rest of the group to see if it can find someone else to send it to instead.

Snail Mail

You can use WebCollect to create letters to send to your members. Simply write the main text for your letter, then select the members you want to send it to, and WebCollect combines the 2, creating you individual letters addressed to each member with your text. These are created as a pdf file for you to download and print.

Alternatively, use our Subscription Renewal letter, to create letters for each member containing details of their current subscriptions and the cost to renew.

If you prefer to do your own, you can download a copy of your member's list, complete with details of their subscriptions. Use the downloaded spreadsheet to create your own mail merge for printing membership stickers etc.

Text Messaging

Very useful for letting people know about late cancellations, or last minute messages. Texts are only sent to valid mobile numbers.