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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

If a group has been given a Mailbox prefix then a matching membermojo 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.

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 reply address

When a member replies to a group email it will be addressed to the original sender.

This can be changed so that replies are sent to a central address, such as a club mailbox.

  • Edit the group from Member Groups & Mailing Lists
  • set Force Reply Email to your central address (make it blank to reply to the sender)
  • Save

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)

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.

Test your groups

If you have updated a group use the Members button on the Member Groups & Mailing Lists page to ensure your groups contain the members you expect.


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