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Member Groups & Mailing Lists

A member group is a list of members built from your full list by using a filter. Member groups can be used as a mailing list or with other membermojo functions, such as the member directory.

The most common use of a member group is to send regular newsletters and correspondence to all members.

Member groups are maintained from the Member Groups & Mailing Lists page.

Default Groups

When a new organisation is created we create three groups:

  • Administrators - members that have a Site Role of Admin.
  • All Members - members that appear on the Member List page (membership state is Active or Pending Payment).
  • Expired Members - members that appear on the Expired Member List page (membership state is Expired)

Viewing or download the members of a group

The Members button for each group on the Member Groups & Mailing Lists page will display the list of members in the group.

Click Download for a CSV file containing group member details.

Using a group as a mailing list

Tick the Use member group as mailing list and enter a Mailbox prefix. Once saved the group email address will appear on the Member Groups & Mailing Lists page.

If an admin sends an email to one of these addresses it will automatically be forwarded to the members of that group using the Email and Email 2 fields on their member record. Members without an email address will be skipped.

Emails can include formatting, images and attachments.

The admin does not need to be signed in to do this but must send the email from their administrator email address so we can verify who they are.

Unsubscribe from all mailing lists

An unsubscribe link can be included as a footer within group emails. A member can use the link without signing in to remove themselves from your mailing list. (see Unsubscribe from Email)

An unsubscribe link is an important signal to email providers that your emails can be controlled by their customers, and may reduce the chance of it being labelled as spam. We recommend unsubscribe links for all mailing lists.

Unsubscribe links are controlled by the per-group Unsubscribe Action setting. The default Unsubscribe Action for new groups is On - all group email. When a member unsubscribes it will set the Unsubscribe group email field on their member record. This will prevent them from receiving any group email.

Unsubscribe from individual mailing lists

Opt-in/out fields on your form can be used to filter the members in a group. The unsubscribe link can set/reset these fields to remove the member from the group.

  • Add a Yes/No field to your form for each group you need to allow members to opt out of.
  • Add the Yes/No field as a filter to the group. i.e. 'opt out' is 'no' (not opted-out)
  • Under Unsubscribe actions select the option to set your filtered field. e.g. On - Set 'opt out' to 'yes'.

When a member unsubscribes the opt out field will be set to 'yes' and the member removed from the group.

The same process can be used to set an opt-in field to 'no'.

Allowing non-admins to send group email

By default only admins can send group email, but this can be changed.

When editing a group Permitted Mailbox Senders can be set to:

  • Administrators - the default, only full admins can send to this group.
  • This Group - to allow members defined by this group to send to this group.
  • Member Group - to allow members of a different group to send emails to this group.

For example, to allow some members to email members without being an admin:

Create a new 'Permitted Senders' group:

  • click Add Group on Member Groups & Mailing Lists and give it a name 'Permitted Senders'
  • under Filter select Include Member, then enter the first senders name
  • repeat using Include Member to add each sender
  • click Save to finish
  • test the members of the 'Permitted Senders' group by clicking Members

Modify the 'All Members' group to allow the new group to send email:

  • click Edit for the 'All Members' group
  • change Permitted Mailbox Senders to your new member group
  • Save

Members in the permitted sender group can now send emails to all members. (but must still send their email from their member address so we can recognise them)

Changing the from name and reply to address

Group emails are always sent from the mailer.shortname@membermojo.co.uk address, but will be displayed using the name of your organisation plus the name of the group. e.g. "Sample Club All Members"

By default replies are addressed to the original sender.

The From Name and Reply To setting supports some variations:

  • From Organisation, Reply to Sender - the default setting.
  • From Organisation, Reply to Fixed Email - allows entry of a central reply address, such as a membership enquiries mailbox. This setting means the sender's address is not revealed.
  • From Sender & Organisation, Reply to This Group (discussion) - the senders name is included in the displayed from name. e.g. "John Smith (Sample Club Committee)". Replies are directed back to the group. A footer is also added containing the senders email so replies can be sent directly to the sender.
  • From Sender & Organisation, Reply to Sender - the senders name is included in the displayed from name. Replies are addressed to the original sender.

Using filters to create a group of members

The list of members in a group is determined by one or more filters.

These filters include:

  • Choice, Yes/No and Date fields from your member form. (text fields cannot be used)
  • System fields, such as Membership state
  • Include Member - explictly add one named member to the group. Use multiple Include Member filters to add multiple members.
  • No email address - include members without an email address.
  • Lead member - only include lead members and not linked members.
  • Pending payment for more than (days) - include members that have a pending payment outstanding
  • Payment request unpaid for more than (days) - include members that have one more unpaid payment requests

If there are no filters the group will include all members on the Member List page.

Example 1 - for expired members add the filter Membership state and pick Expired.

Example 2 - to create a group for members that have not completed their approved membership add Membership State and pick Pending Completion.

Example 3 - to create a group for members that have not yet renewed (where all members expire at the same time) add Expired on before and the date for your next start of year. (this will need updating once a year)

The number of members matched is shown below the filter. Click View to see the list of matched members.

Combining filters

With the exception of Include member all filters must be satisfied to include a member in the group. If the same filter is repeated then any one of the values can match.

Example 1 - for an age range add filters Date of Birth After and Date of Birth Before (this will need updating once a year)

Example 2 - for active and expired members add filters Membership State as Active and Membership State as Expired.

Example 3 - a filter containing Membership state as Expired and Include Member will contain expired members and the included member.

Example 4 - a filter containing Membership state as Expired and No email address will contain expired members without an email address.

Example 5 - a filter containing Membership state as Expired, Membership state as Active and No email address will contain expired and active members without an email address.

Footer

A footer is automatically added to group emails if:

  • From Name and Reply To is set to include the senders email in the footer (discussion).
  • an Unsubscribe Action is configured.
  • Footer text is defined.

Footer text can include links and placeholders.

Send to primary email address only

(only applies if Email 2 has been added to your member form)

By default group emails are sent to the primary and Email 2 address present on each matching member record.

Tick Do not Send to Email 2 to limit distribution to just the primary address.

Test your groups

When editing a group click Send Test Email to send a sample group email to your admin address. This will demonstrate how the from name, reply address and footer will be formatted.

To verify you are able to send group email, or to experiment with formatting and placeholders, send an email to a group with a small distribution list - such as the administrators group.

Once a group is saved use the Members button on the Member Groups & Mailing Lists page to see which members are in the group.


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