Email Body<\/strong> editor. The toolbar gives you formatting, bullet lists, links, and font choices.<\/p>\n\n\n\nTo personalise per member, use one of the merge tokens shown in the hint panel:<\/p>\n\n\n\n
– `{memberFirstName}` \u2014 replaced with each member’s first name<\/p>\n\n\n\n
– `{memberFullName}` \u2014 replaced with their full name<\/p>\n\n\n\n
– `{orgName}` \u2014 replaced with your organisation’s name<\/p>\n\n\n\n
For example: `Hi {memberFirstName}, …` becomes `Hi Sarah, …` when Sarah receives it.<\/p>\n\n\n\n4. Preview<\/strong><\/p>\n\n\n\nWhen you’ve saved your new message, click the Preview<\/strong> button to see what the email will look like. Merge tokens render as `[Member First Name]` etc. (the placeholders make the structure visible without needing a recipient picked yet).<\/p>\n\n\n\n5. Save and move to Select Members<\/strong><\/p>\n\n\n\nClick Select Members & Prepare Email Blast<\/strong>. This takes you to the recipient selection page.<\/p>\n\n\n\n6. Pick recipients<\/strong><\/p>\n\n\n\nUse the filter controls at the top \u2014 Status<\/strong>, Section<\/strong>, Membership type<\/strong>, Min. Active Membership Date<\/strong>, Past Recipients<\/strong> \u2014 to narrow the member list. <\/p>\n\n\n\n\nStatus<\/strong> – filter only active members or incl. inactive members<\/li>\n\n\n\nSection<\/strong> – filter members in a specific Section or all Sections<\/li>\n\n\n\nMembership<\/strong> – filter members with a specific Membership Assignment or All Assignments (incl. none)<\/li>\n\n\n\nMin. Active M’ship Date <\/strong>– if you enter\/select as date here it will filter only members with an active members how only members with an active membership on or after the date you select. Members whose memberships ended before that date \u2014 or who have no active assignment after it \u2014 will be excluded. (This is based on the \u201cAssignment Cancellation Date\u201d).<\/li>\n\n\n\nPast Recipients<\/strong> – Choose whether to exclude members who already received this message, include them, or send only to past recipients (useful for follow-ups).<\/li>\n<\/ul>\n\n\n\nThen tick the checkbox next to each member you want to email.<\/p>\n\n\n\n
The Selected eligible members<\/strong> count updates live so you can see at a glance how many people you’re about to email.<\/p>\n\n\n\n7. Test it first<\/strong><\/p>\n\n\n\n\nClick Validate Selected Members<\/strong> to freeze your selection – the report updates to show only selected members.<\/li>\n\n\n\nLeave the Test mode <\/strong>switched ON (it’s on by default for a reason). <\/li>\n\n\n\nClick Send Emails<\/strong> > Confirm in the dialog.<\/li>\n<\/ul>\n\n\n\nA single email goes to your own admin address (not to the members you ticked). It carries a yellow TEST MESSAGE<\/strong> banner so it’s impossible to mistake for the real thing. Open it and check that the layout, formatting, and merge tokens look right.<\/p>\n\n\n\n8. Send live<\/strong><\/p>\n\n\n\nOnce you’re happy, switch mode to Live <\/strong>and click Send Emails<\/strong> again. You’ll get a confirmation dialog telling you the recipient count and the message subject, with a warning that the send can’t be undone. Click OK<\/strong> to confirm.<\/p>\n\n\n\nYour members receive the email within a few minutes (sometimes immediately, depending on queue depth).<\/p>\n\n\n\n
9. Check who received it<\/strong><\/p>\n\n\n\nClick the Send History<\/strong> button to see the list of members who received your message, with their email address, the send date, and who sent it.<\/p>\n\n\n\nThat’s it. You’ve sent your first message.<\/p>\n\n\n\n
Composing \u2014 the things worth knowing<\/strong><\/h2>\n\n\n\nA few features make a real difference once you’re past your first send.<\/p>\n\n\n\n
Personalising with merge tokens<\/strong><\/h4>\n\n\n\nYou can drop the same three tokens anywhere in your email body, as many times as you like:<\/p>\n\n\n\nToken<\/th> What it becomes<\/th><\/tr><\/thead> {memberFirstName}<\/td> The recipient’s first name<\/td><\/tr> {memberFullName}<\/td> Their full name (first + last)<\/td><\/tr> {orgName}<\/td> Your organisation’s display name<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\nPersonalised greetings (`Hi {memberFirstName}, …`) measurably lift open rates. We recommend using them.<\/p>\n\n\n\n
Adding attachments<\/strong><\/h4>\n\n\n\nUse the File Upload<\/strong> field in the Edit Message drawer to attach a file. Limits:<\/p>\n\n\n\n– Maximum size: 2 MB<\/strong> per file (Max 5MB <\/strong>total files per message) <\/p>\n\n\n\n– Allowed types: images (JPG, PNG, GIF, WEBP), PDF, Word, Excel, PowerPoint, plain text<\/p>\n\n\n\n
Anything else gets rejected with a clear message. If you need to send something larger, host it online (your club website, a public Drive link) and put the link in the body.<\/p>\n\n\n\n
After uploading, the file appears in the Attached Files<\/strong> table inside the dialog. Click the red bin icon to remove an attachment before sending.<\/p>\n\n\n\nEmbedding an image with a hyperlink<\/strong><\/h4>\n\n\n\nUseful for things like lottery promos or event flyers. The pattern is:<\/p>\n\n\n\n
1. Host the image<\/strong> on a public HTTPS URL (your club website is ideal).<\/p>\n\n\n\n2. Write the HTML<\/strong> in a plain text editor:<\/p>\n\n\n\n“`html<\/p>\n\n\n\n
<a href=”https:\/\/yourclub.com\/lottery\/subscribe”><\/p>\n\n\n\n
<img src=”https:\/\/yourclub.com\/images\/lottery.jpg”<\/p>\n\n\n\n
alt=”Subscribe to the lottery”<\/p>\n\n\n\n
width=”600″ \/><\/p>\n\n\n\n
<\/a><\/p>\n\n\n\n
“`<\/p>\n\n\n\n
3. Paste the HTML directly<\/strong> into the Email Body field. The editor preserves it.<\/p>\n\n\n\n4. Preview<\/strong> to confirm it renders as a clickable image.<\/p>\n\n\n\nA few notes on images in emails:<\/p>\n\n\n\n
– Most email clients block external images by default<\/strong>. Recipients see a “Click to show images” prompt unless they trust the sender. Always include an `alt=` attribute so the link is still meaningful when images are blocked.<\/p>\n\n\n\n– Stick to **JPG or PNG**<\/strong>. Avoid WebP \u2014 Outlook desktop doesn’t render it.<\/p>\n\n\n\n– Resize to a sensible width (under 600px) so it loads quickly.<\/p>\n\n\n\n
Targeting recipients<\/strong><\/h2>\n\n\n\nThe Member Selection page gives you several filters to narrow the list before you tick people:<\/p>\n\n\n\nFilter<\/th> What it does<\/th><\/tr><\/thead> Status<\/strong><\/td>Active \/ Inactive \/ All members<\/td><\/tr> Section<\/strong><\/td>Select members with selected Section (e.g. Junior, Senior)<\/td><\/tr> Membership type<\/strong><\/td>Select members with selected membership category<\/td><\/tr> Min. Active Membership Date<\/strong><\/td>Excludes members whose membership lapsed before this date<\/td><\/tr> Past Recipients<\/strong><\/td>Any \/ Exclude past (re-sends) \/ Past only (follow-ups) <\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\nThe Past Recipients<\/strong> filter is particularly useful for multi-wave campaigns. Send wave 1 to everyone, then set the filter to “Exclude past” and send wave 2 \u2014 the people who already got wave 1 don’t appear.<\/p>\n\n\n\nYou can also use this for “New Joiner” emails to ensure this is only sent once to each member.<\/p>\n\n\n\n
Members who’ve unsubscribed<\/strong><\/h4>\n\n\n\nIf any member has used the unsubscribe link from a previous email, they appear in the list with a red UNSUBSCRIBED<\/strong> badge in the Status column. You can still see who they are (and their email address), but you cannot send to them<\/strong> \u2014 the row’s checkbox excludes them from the selection automatically.<\/p>\n\n\n\nIf you tick a mix of subscribed and unsubscribed members and click Send, a notification at the top of the page tells you how many were skipped, so the math always adds up. The same logic catches members with no email address on file.<\/p>\n\n\n\nThis isn’t something you can override. Members who unsubscribe have a legal right not to receive further marketing (under GDPR\/PECR), and the system enforces that automatically.<\/p>\n\n\n\n
Validating your selection<\/strong><\/h4>\n\n\n\nOnce you’ve ticked members, check the Validate Selected Members<\/strong> box. The list refreshes to only show your chosen recipients.<\/p>\n\n\n\nTest\/Live mode \u2014 your safety net<\/strong><\/h4>\n\n\n\nThe Test\/Live<\/strong> switch at the top of the Select Members region is the single most important control in this feature. It defaults to Test<\/strong> every time you load the page.<\/p>\n\n\n\nWhat Test\/Live mode does<\/strong><\/p>\n\n\n\nWhen Test<\/strong> mode is selected:<\/p>\n\n\n\n– A single email is sent to your own admin address<\/p>\n\n\n\n
– The email has a bright yellow TEST MESSAGE<\/strong> banner that says “THIS HAS NOT BEEN SENT TO YOUR MEMBERS”<\/p>\n\n\n\n– No row is added to the Send History<\/p>\n\n\n\n
– The message’s status is not changed to “Sent”<\/p>\n\n\n\n
– The unsubscribe link in the footer is deactivated<\/strong> (so accidentally clicking it doesn’t unsubscribe the real member)<\/p>\n\n\n\nWhen Live<\/strong> mode is selected:<\/p>\n\n\n\n– The email goes to every selected member<\/p>\n\n\n\n
– Each receives a personalised copy with merge tokens resolved against their record<\/p>\n\n\n\n
– Every recipient is logged in Send History<\/p>\n\n\n\n
– The message’s status flips to “Sent”<\/p>\n\n\n\n
– The unsubscribe link is the real one<\/p>\n\n\n\n
\nSee Step 7 above<\/p>\n<\/blockquote>\n\n\n\n
Use it freely<\/strong><\/p>\n\n\n\nTest mode is for testing. Use it every time you change the body. Send it to yourself five times if you want \u2014 no member sees any of it. The cost is one email to your own inbox per test.<\/p>\n\n\n\n
Going live<\/strong><\/h4>\n\n\n\nWhen you flip to Live<\/strong> mode and click Send Emails<\/strong>, a confirmation dialog appears:<\/p>\n\n\n\n\n
> **Send LIVE email to 47 Member(s)?**<\/strong><\/p>\n\n\n\n> Message: “AGM Reminder 2026”<\/p>\n\n\n\n
> Once submitted, these will be added to the email queue and delivered to your members.<\/p>\n\n\n\n
> *Click the <\/em>**Open Email Queue**<\/strong> to view \u2014 or delete \u2014 all queued emails. Once sent, they cannot be retrieved.*<\/em><\/p>\n<\/div><\/div>\n\n\n\n<\/path><\/svg><\/span>This is your last off-ramp. The send is irreversible after this point.<\/strong><\/p>\n\n\n\nIf you click OK and immediately realise you’ve made a mistake, you have a short window to act:<\/p>\n\n\n\n
– Click Open Email Queue<\/strong> on your dashboard<\/p>\n\n\n\n– You can can see all of your emails that have been queued but not yet sent<\/p>\n\n\n\n
– Delete the email queue<\/p>\n\n\n\n
Once an email has actually left the queue and reached the recipient’s mail server, **it cannot be recalled**<\/strong> \u2014 for the same reason you can’t unsend a regular email. Use Test mode generously.<\/p>\n\n\n\nWho your emails come from<\/strong><\/h2>\n\n\n\nBy default, member messages arrive from mail@clubtreasurer.com<\/strong>, showing your organisation’s name as the sender. Your members see the message is from your club, and replies come back to the reply-to address on the message \u2014 but the underlying address is ours, not yours.<\/p>\n\n\n\nFor most clubs that is exactly right, and there is nothing to set up.<\/p>\n\n\n\n
Using your own domain instead<\/strong><\/h4>\n\n\n\nIf your organisation has its own domain \u2014 say `nutfordyyc.org` \u2014 you can have member messages sent from an address at that domain, such as `secretary@nutfordyyc.org`, instead of the Clubtreasurer default. (This can also apply to your invoices and statements.)<\/p>\n\n\n\n
Please note that there is a on-time \u00a350.00 fee for setting up your custom domain.<\/strong><\/p>\n\n\n\nWhy you might want this:<\/p>\n\n\n\n
– Recognition.<\/strong> Members see a familiar address rather than a third-party one, so the email reads as genuinely from the club.<\/p>\n\n\n\n– Deliverability.<\/strong> A properly authenticated club domain is less likely to land in spam.<\/p>\n\n\n\n– Replies.<\/strong> Responses go to an address you already own and monitor.<\/p>\n\n\n\nWhat’s involved<\/strong><\/h4>\n\n\n\nEmail support@clubtreasurer.com with the address you’d like to send from, and we’ll:<\/p>\n\n\n\n
1. Clubtreasurer will configure your organisation account, register your domain with our email provider and send you a short list of DNS records (DKIM, SPF and DMARC).<\/p>\n\n\n\n
2. You’ll need to ask whoever manages your domain \u2014 often your web host or IT volunteer \u2014 to publish those records. This is usually a ten-minute job.<\/p>\n\n\n\n
3. Verify the domain once the records are live.<\/p>\n\n\n\n
Two different addresses<\/strong><\/h4>\n\n\n\nYou can use one address for member messages<\/strong> (this feature) and a different one for invoices and statements<\/strong> \u2014 for example `news@yourclub.org` and `accounts@yourclub.org`. Both must be on the same domain, and each is switched on independently, so one can go live before the other is ready.<\/p>\n\n\n\nPoints worth knowing<\/strong><\/h4>\n\n\n\n– Nothing changes until verification completes.<\/strong> Until your domain is verified, messages keep going out from the Clubtreasurer default \u2014 so a half-finished setup never blocks a send or bounces a message.<\/p>\n\n\n\n– This covers member-facing emails – Messages, Invoices and Statements – only.<\/strong> Clubtreasurer’s own system emails \u2014 password resets, subscription notices \u2014 always come from `@clubtreasurer.com`.<\/p>\n\n\n\n– Unsubscribe links and consent are unaffected.<\/strong> They work exactly the same on a custom domain.<\/p>\n\n\n\n– Keep the DNS records in place.<\/strong> If they’re removed later, verification lapses and sending falls back to the default address.<\/p>\n\n\n\nMembers who unsubscribe<\/strong><\/h2>\n\n\n\nEvery email you send carries a small-print unsubscribe link at the bottom \u2014 automatically, without you doing anything. It looks something like:<\/p>\n\n\n\n
> *Don’t want member messages from Acorn Yacht Club? [Unsubscribe here]. (You will still receive any membership-related emails such as invoices, statements, and renewals.)*<\/em><\/p>\n\n\n\nWhat happens when a member clicks it<\/strong><\/p>\n\n\n\n1. They land on a dedicated Clubtreasurer page that confirms who they are and which organisation’s emails they’re managing.<\/p>\n\n\n\n
2. They see their current state (subscribed or unsubscribed) and a single button to toggle it.<\/p>\n\n\n\n
3. Clicking the button records the change in Clubtreasurer’s audit log along with their IP address and the time.<\/p>\n\n\n\n
What this means for you<\/strong><\/p>\n\n\n\n– Members who have unsubscribed appear in your Select Members list with the red UNSUBSCRIBED badge, but cannot be selected for sending.<\/p>\n\n\n\n
– They still receive invoices, statements, and renewal reminders<\/strong> \u2014 the unsubscribe applies only to your member-update emails, not to transactional emails about their membership.<\/p>\n\n\n\n– A member who changes their mind can click their unsubscribe link a second time and re-subscribe \u2014 there’s no permanent ban.<\/p>\n\n\n\n
– You can see who has unsubscribed by looking for the badges in the Select Members list. (A dedicated admin report is on the roadmap.)<\/p>\n\n\n\n
Designing your inline link<\/strong><\/p>\n\n\n\nIf you’d prefer to place the unsubscribe link somewhere other than the auto-footer (for example, inside a custom-styled paragraph), use the merge token `{unsubscribeLink}` in your email body. The send process replaces it with the member’s unique signed URL. You can wrap it in a hyperlink the usual way:<\/p>\n\n\n\n
“`html<\/p>\n\n\n\n
<p>Not interested in these emails? <a href=”{unsubscribeLink}”>Click here to unsubscribe.<\/a><\/p><\/p>\n\n\n\n
“`<\/p>\n\n\n\n
The auto-footer still appears either way \u2014 having two unsubscribe paths is fine.<\/p>\n\n\n\nAfter sending \u2014 Send History<\/strong><\/h2>\n\n\n\nOnce you’ve sent a message at least once, the Send History<\/strong> button on the Select Members page lists every member who received it:<\/p>\n\n\n\n
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