Messages and emails
Birthday and inactive member e-mails
Automatically wish your members a happy birthday and follow up with those who no longer come to play.
Two automatic e-mails keep in touch with your members without any action on your part: a message on their birthday, and a follow-up message when a member has not booked or logged in for a long time. They are with the other notifications, in Messages then Manage automatic e-mails, and are off initially.
1The birthday e-mail
In the list of notifications, click the pencil for Member's birthday. A sample text is already prepared: adapt it, then switch on Send this notification and click Save.
The birthday message and its variables.
- The e-mail is sent every morning to active members whose birthday it is, only once a year.
- Members born on 29 February are celebrated on 28 February in non-leap years.
- Only members who agree to receive information from the club receive it.
- Available variables:
[NOM],[PRENOM],[AGE],[CLUB]and[LIEN_CLUB]. The variable[AGE]shows the age reached.
A missing or obviously wrong date of birth on the member's record prevents sending. This is a good opportunity to complete your members' records.
2The inactive member e-mail
Click the pencil for Inactive member. This notification has one more section, Inactivity threshold.
The variables, the inactivity threshold and the simulation.
- Number of months without activity: after how many months without a booking or login a member receives the message, between 3 and 60 months (12 by default).
- See who would receive it: shows the list of members who would receive the e-mail next night with this threshold, with the date of their last activity. Nothing is sent.
- Adapt the text, switch on Send this notification and click Save.
- The e-mail is sent at night, at most once per 12-month period for the same member.
- It concerns club membership and not advertising: it is therefore sent to all members with a valid e-mail address, even those who decline club information.
- No account is deactivated automatically: you decide, from the list of members, what happens to inactive members.
- Available variables:
[NOM],[PRENOM],[DERNIERE_ACTIVITE],[MOIS],[CLUB]and[LIEN_CLUB].[DERNIERE_ACTIVITE]shows the date of the last known booking or login, and[MOIS]the chosen threshold. - Members whose activity is not yet known are counted from the date this feature was introduced.
Always run See who would receive it before enabling the e-mail: if the list is long, increase the threshold so as not to contact too many people at once.
The proposed template invites the member to come back and play and, if they no longer wish to be part of the club, simply to reply to the e-mail. These replies help you keep the list of members up to date.
Plugin.ch Tutorial — Messages and e-mails