Mailing to members and representatives

Module location

You can access the module in Management > Mailing. 

Creating a new mailing

• Click the button with the “+” icon.

• In the dialog that appears, enter the working name of the new message.

• Then click the item you created, or on the right via the context menu (3 dots) select Edit.

• Set the sender. You have two options:

  • your user e-mail address, with which you log in to the platform

  • the default e-mail address of your organization (this is set in the configuration for your organization and we can change it on request)

The address from which you send the mailing then also serves as the reply-to address, i.e. when a member decides to reply to the e-mail, they reply to this address.

Message content and recipient restrictions

• Choose a subject and write the message content. 

• If you want to attach a document or file to the mail, click Documents or Files.

  • A Document is a document previously created in the platform, which you simply attach to the mail. It is an attachment that will link to the given document in the platform.

  • A File is a classic e-mail attachment as an external file, which you select for example from your disk.

• You can also restrict the group of recipients here. You can send the message to:

  • members only

  • only legal guardians matched to members

  • members and legal guardians 

• You can also tick right away that you want to Send to all active members of the organization. Then you no longer have to specify recipients and the message will be sent to all members, or representatives, who have active access to the platform.

• Click Save.

Selecting message recipients

• On the Recipients tab select:

  • the individual teams you want to send the message to, respecting the recipient restriction settings from the Content tab

  • specific individual members – select them from the roster or type the first few letters of the name to find the member

• Click Save recipients. 

Preview and sending

• Click Message preview.

• By clicking Number of recipients check the summary of recipients by name and by individual e-mail addresses.

• Here you see further information about the mail message including the content and the sender’s address.

• At this stage you can still Edit the message and recipients.

• Click Send or schedule and then select

  • whether you want to Send now the mailing message or

  • Schedule sending for later – you will get a choice of the date and time of future sending. 

Delivery statistics

Once you send the mailing, you will see the date and time of sending in the list of individual mailings. By clicking through to the sent mailing you get to the log, where you can check the delivery and read statistics.

The total number of recipients and the number of sent messages may not match at first. Not every mailing message goes to recipients straight to their e-mail. For members who actively use the mobile app, the mailing message first arrives in the Inbox in the app. They also receive a push notification about it. Only once the member reads the message in the Inbox is it counted as delivered, and the mail as such is no longer sent. Only if the member did not read the message in the app within 4 hours of delivery is the message also sent to their e-mail and counted as delivered.

Bulk statistics of all e-mails sent from your platform (including mail notifications) can be found in Management > Overview, if your permissions allow it.

Managing mailings

In the list of mailing messages you can work further with individual mailings:

• Show Summary and sending

• Rename the message

• Copy the message – including the content, recipients and attachments

• Show the Change history

If you have not sent the e-mail yet, it can be edited or deleted at any time.

Permissions and access

• Management permission: Creating and editing mailings requires write permission for the Mailing module.

• Change history: Users with access to the Logs module can view the history of all changes made in any mailing.