With Clubmate, Bulk emails make it easy for you to send 1 email to many via various filters from the members list area via desktop, please be aware bulk emails feature does not work via the clubmate fishing app.
Also if you need to send a bulk message to Staff members? You'll need to send that via the staff area: Owners dashboard - Settings & click on Staff
You can send a group message via email, text message, push notification or smart notification. To find out more about each message type, click here
Once a bulk email is sent, you can also see a report on how many members clicked on the email, read it or clicked on any links yo had in the email via Reporting - Members report - Bulk emails
You can dynamically personalise each message by using our [dynamic fields]. To find out how to use our [dynamic fields], click here.
To send a Group Message
Once logged in, navigate to the Members list page.
Then filter/select who you wish to send a message to.
You can do this by selecting any of the filters along the top of the member list area including groups, gender, membership type, active/inactive/prospective member etc.
Once you have selected the relevant filers, ensure that only contacts that meet the filters you've chosen are displayed.
Once the selection of recipients has been set click the 'Selected Member Options' button in the top right corner. This will add the selected group to the recipient list which means that all those selected will receive the message.
Click on Send a message
You will then need to choose how you would like to send your message.
Marketing Agreements
This can only be agreed by someone with an Owner level access. This is a one off process, if the marketing agreement has already been viewed and accepted the user will bypass this step
If the agreement has not been agreed & you are not a owner level. you can not carry on until it has been
Please read the agreement carefully as this can affect how you send emails in the future & you can loose your ability to email if not adhered to
Click if its a new message or just a draft *
*Draft facility is only available on: Advanced and Plus software packages
You can save a draft email & go back it it later on
You can select the relevant consent option for sending this message.
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.
To find out more about consent settings, setting your clubs consent options up (before you send anything) & email blocking.
Please click ➡️ Email and message consent options
With emails you are able to add a subject line and can customise the look and feel of the message.
Once you are ready, click GO (bottom right corner, you may need to scroll to find it) and the message will be delivered.
When you click on send, you will be shown how many will be sent the email in the green area, how many are excluded in the amber area
You can also send a message via SMS, Push notification - this sends the message to members via the app (If the member has downloaded it) or Smart Notification. This will attempt to send the message via Push Notification, if the member has not downloaded the app it will send the message via email to them instead.
Once you are ready, click Go and see the "success" pop up the message will be delivered.
Personalising a group message
To personalise your group messages, you can insert short codes in to the message.
For example, if you insert the short code [FirstName] in to the message, when the recipient receives their message, it will automatically display their first name.
To see which short codes you can use to personalise group messages, please see our Personalising Group Messages article.
Message type definitions & recommendations
Email - this is best used when sending non-urgent, longer form messages to your members & customers.
SMS / Text Message - ideal for getting urgent information to your members and customers as text messages are universally read by recipients. Please note that there is a fee per text message. If a message exceeds 160 characters, it will span across 2 x messages.
Push notification - push notifications are a type of message that is delivered directly to a member who has downloaded the Member app. It will appear on their phone and also within the message section of the app. Similar to text messages, it is ideal for getting important, short messages to your members and customers. There is no cost for sending a push notification however please note that this message type is dependant upon the member downloading the app in order for them to receive it.
Smart notification - when selecting 'smart notification', the message will be attempted to be sent via a Push notification first, however if the member has not downloaded the member app, the system will automatically send it via email instead. This ensures your message reaches the right people without having to send it it in multiple channels.
Viewing a report on your bulk emails
You can also see statistics on who is clicking on your bulk emails, clicking on any links in emails or who has read the email.
Start by going to Reporting & set your date range
Then click on Member Reports - Bulk emails
Locate the email you want to check & click on the blue "view report" button.
In this section you can see an overview of the activity, How many people got the email, how many opened it, clicked on links, unsubscribed or bounced.
If you want to see who opened the email, click on the Activity drop down menu & then on Opened.
At the bottom of the page will show a list of who has opened the emails.
Failed bulk emails
Emails fail for various reasons, from the member marking your email as spam in their external email client, email address not being correct & bouncing, email addresses no longer in use, Mail boxes being full to security settings at the end users company
If members mark emails as spam in their external email client or email addresses bounce repeatedly, the system will automatically limit what that member receives to prevent further issues. Clubs will see clear warnings when this happens.
Please be aware that our system is simply telling you this has happened and can't be changed via Clubmate.
You can view this via the members profile in their comms hub.
To fix this, you need to contact the member direct via phone/letter & check the email address is correct and or you'll need to ask why they have marked your emails as spam.
If they do want to carry on receiving emails from the club?
The member will need to find out how to remove your email from the spam list in their external email client (Yahoo, Gmail, BTinternet etc etc)
You can also see failed emails via Reporting:
To view failed emails go to Reporting - Member Reports - Failed emails (under Bulk emails)
The Extra info column explains why the email failed & these are outside of or control.
