Composing emails

Administrators and coaches can send emails to members from several places in the platform. There are two tools available: a Quick Compose form for fast messages, and a Full Editor for more advanced options.

Launching Quick Compose

The Quick Compose form can be opened from the following locations:

Members list
From Admin > Membership > Members, you can compose an email to every member currently shown in the active filter. This gives you a quick way to message all Active members, Lapsed members, Administrators, Coaches, or any other filtered group.

Session page
A coach or administrator can email all members booked on to a session from the session details page. The email option appears under the ... menu in the session header.

Member profile
From an individual member's profile page you can quickly compose an email to that member directly from the header area.

Quick Compose form

The Quick Compose form lets you send an email to one or more members without leaving your current context. In many cases the form will be pre-populated with recipients based on where it was launched from — for example, when opened from a session page it will include all booked members.

To
Recipients can be added by searching for members by name. You can also use Smart Groups — enter values such as Active Members, Lapsed Members, Administrators, or Coaches to target those groups. Custom groups and membership package names can also be entered to reach specific audiences.

Subject
When launched from a session page, the subject is pre-populated with the session name and date. Otherwise, enter a subject for your email.

Body
The main content of the email. Supports basic text formatting and image insertion.

Attachment
Optionally attach a single file up to 5 MB.

Open in full editor
Transfers the draft to the Full Editor for additional options.

GDPR and email types

Emails sent using the Quick Compose form are sent as Club Communications and are delivered regardless of recipients' contact preferences. See the Email Type section below for details on how to respect member preferences for non-essential communications.

Full Editor

The Full Editor is available at Admin > Emails > Compose or by clicking Open in full editor from the Quick Compose form. It offers all the options of Quick Compose plus the following additional settings.

Email Type

The email type determines whether a member's contact preferences are respected when deciding whether to send the email.

• Club Communication — Sent to all recipients in the To field regardless of their contact preferences. Use this for important club communications where you have a lawful basis under GDPR to contact members.
• Newsletter — Respects each member's contact preferences. Members who have opted out of general updates will not receive emails sent under this type. Use this for newsletters and non-essential communications.

Recipient count

Below the To field, ClubPal shows how many members will actually receive the email. The count is displayed as X of Y members selected, where:

• Y is the total number of members in the selected groups or Smart Groups.
• X is the number who will actually receive the email after the following filters are applied:
  • Members with email notifications disabled on their profile are excluded.
  • Members with no email address on file are excluded.
  • If the same email address appears more than once across the selected groups, it is counted only once.
  • For Newsletter type emails, members who have opted out of contact are also excluded. The opted-out count is shown separately alongside the recipient count.

For example, if you select a Smart Group containing 291 members, but 10 have email disabled and 16 share a duplicate address with another member in the group, the count will show 265 of 291 members selected. If you then switch to Newsletter type and 11 of those members have opted out, the count updates to 254 of 291 members selected 11 members opted out.

The count updates automatically whenever you change the To field or switch the email type.

Why does the count differ from the group size?

Smart Groups such as Active Members include every member that matches the group criteria. The recipient count shown on the Compose page reflects a filtered subset: members who are reachable by email, deduped, and (for Newsletters) have consented to contact. This gives you a more accurate picture of how many emails will actually be sent before you click Send.

Schedule sending

You can optionally configure the email to be sent at a specific date and time in the future rather than immediately.