Email and ClubMinder.net

ClubMinder.net has some really useful features to email people recorded in the system but only people

who have valid email addressess may be emailed. You can use the system to send someone a quick email

or a pre-stored letter. You can also use CMnet for bulk emailing in one of two ways:

•sending letters (which include subscription notices etc.); or

•sending emails (which may have an attachment).

Whenever you raise a communication CMnet follows this process:

1. If a letter, it creates a .pdf document and attaches it to the persons record in the NOTES tab

2. For letters it attaches the covering email to the person’s record

3. For emails it just saves the email against a person’s record

4. It checks to see that there is a match between the Type of Communication assigned to the letter

or email and whether the person has opted in for that Type of Communication via email

5. If there is a match, the email is sent to the person with the letter as a .pdf attachment (in the

case of a letter) or the email is sent with the attachment (in the case of a standard email)

6. If there is not a match, the letter is printed at the local printer (unless the Suppress Printing has

been set for this communication)

General Concepts (Letters and Emails)

CMnet uses ‘templates’ to store letters and emails. These may be accessed through:

MEMBERS |REPORTS and DATA MINING | LETTERS.

Here you are able to add new letter templates or new ‘standalone’ templates (emails).

Each Letter Template or Standalone Template has a ‘type of Communication' setting associated with it.

These are PRINT | GENERAL | MANDATORY | CRITICAL.

•PRINT –This communication will only be printed and never emailed regardless of any settings in

a person’s record.

•GENERAL –This is for normal ‘marketing’ style emails that you are sending to large groups of

people, and would include things like newsletters.

•MANDATORY –This is for messages that are required by law to be sent to people, and would

include communications such as Notices of Annual General Meetings.

•CRITICAL –This is for communication that must get to the person and would include

subscription notices. If the member does not get the email, then he or she may not pay the

subscription due.

Communications may also be set to SUPPRESS PRINTING. Tick this box if you only wish to use this

communication to be emailed to people and never printed.