Overview
Consent options allow you to obtain and manage specific permissions from your members for different types of communication. Configuring consent options is essential for sending marketing emails.
Why This Matters
To protect email deliverability and comply with data protection regulations:
Club Mailing (essential communications) doesn't require specific consent.
Marketing Mailing (promotional content) requires configured consent options.
Without consent options, you cannot send marketing emails.
Members can manage their own preferences through their online account.
Setting Up Consent Options
Step 1: Access Consent Settings
Click Settings in the top right corner of your dashboard.
Select Consent Options from the menu.
You'll see any existing consent options listed here.
Step 2: Create a New Consent Option
Click Add New Consent Option.
Enter a clear, descriptive Name for the consent (e.g., "Newsletter", "Promotional Offers", "Event Updates").
Click Add and Edit.
Step 3: Configure the Details
Add a Description that clearly explains:
What type of communications members will receive.
How often they might receive them.
What content to expect.
Example: "Receive our monthly newsletter with fishing tips, venue updates, and exclusive member offers."
Set the Default Status:
Opted In - Members are automatically subscribed (not recommended for marketing).
Opted Out - Members must actively choose to receive these communications (recommended).
Choose Visibility:
Visible Online - Members can manage this preference themselves.
Admin Only - Only staff can change this setting.
Click 'Save Changes'.
Common Consent Options to Create
Essential Options
Newsletter - Regular club updates and news.
Promotional Offers - Special deals and discounts.
Event Invitations - Competitions, work parties, social events.
Partner Offers - Third-party promotions (if applicable).
Best Practice Tips
Use clear, simple names members will understand.
Avoid technical jargon or internal terminology.
Create separate options for different communication types.
Using Consent Options When Sending Messages
For Group Messages
Go to the Members list area.
Filter and select your recipients.
Click Selected Member Options → Send Message
When composing your email, you'll see your different consent options available.
Select the appropriate consent option:
Standard Club Mailing - No specific consent needed (for essential communications)
Your configured options - For marketing communications
Important: The system will automatically filter recipients based on their consent preferences and show you exactly how many members will receive the message.
What Happens Without Consent Options?
If you haven't configured consent options and try to send marketing emails:
Club Owners will see a prompt to set up consent options
Other Admins will see instructions to contact a club owner
Marketing emails cannot be sent until consent is configured
Managing Member Consent
Viewing Member Preferences
Go to any member's profile
Click the Profile tab
Scroll to Communication Preferences
You'll see all consent options and their current status
Updating Consent Manually
In the member's profile, locate Communication Preferences
Tick or untick consent options as needed
Click Save Changes
Record the reason for the change if updating on behalf of a member
Bulk Consent Updates
Go to Settings → Bulk Actions
Select Update Consent Options
Filter members as needed
Choose the consent option and new status
Apply the changes
⚠️ Warning: Only use bulk updates when you have explicit permission from members (e.g., from a sign-up form or verbal consent).
Email Blocking and Consent
How They Work Together
Consent Options control who receives marketing emails
Email Blocking prevents all emails to specific members who have complained
A member might have marketing consent but still be blocked from receiving emails
Check member profiles for warning indicators about email blocks
Warning Indicators
When viewing a member profile, look for:
🟡 First Warning - Marketing emails blocked for this member
🔴 Final Warning - ALL emails blocked (including essential communications)
Compliance
Key Requirements
Always obtain explicit consent for marketing communications
Record when and how consent was obtained
Allow members to easily withdraw consent
Respect member preferences immediately
Audit Trail
Clubmate automatically tracks:
When consent was given or withdrawn
Who made the change (member or admin)
Timestamp of all changes
Access the audit trail through Reports → Member Reports → Consent History