Communication
Newsletters
Newsletters are emails you write once and send to many members at the same time: a monthly update, an event invitation, a schedule change. You build them in a drag-and-drop editor, every copy greets the member by name, and a report shows who opened it, clicked a link, or unsubscribed.
You can find newsletters under Communication > Emails. Each email in the list is shown as a live preview card. Drafts and scheduled emails open the editor; sent emails open their report.
For short announcements in the member app, use the News feed instead.
Set up a separate sender first
As long as newsletters go out through your club's own SMTP server, the empty list shows a warning: large mailings can hit your provider's sending limits or land in spam, which also hurts your everyday club mail. Click Set up bulk sending to choose a separate sending method under Settings > Emails (Bulk emails).
Start a new email
Click New email and pick a starting point. You can change everything afterwards.
| Template | Description |
|---|---|
| Blank | Your club header and an empty page. |
| Monthly newsletter | News, what is coming up, and a link to the timetable. |
| Event invitation | A seminar, competition, or party, with the key facts in a box. |
| Schedule change | Holidays, closures, or new class times. |
| Offer | Bring a friend, a discount, or a new class, with one clear button. |
| Personal note | Plain text that looks like a personal email, no design. |
The Your templates tab holds the templates your team saved (see Templates).
Build the email
The editor has three steps: Content, Audience, and Review & send. Your work is saved automatically.
In Content, write the subject line and, optionally, the preview text that inboxes show next to it. Then build the email from blocks: drag a block from the Blocks panel into the email, or click it to add it below the selected one.
| Block | Use |
|---|---|
| Header | Your logo, or a text instead of a logo. |
| Heading, Text | Type directly in the email. Select text to make it bold, add a list or a link. |
| Image | JPG, PNG, or GIF up to 8 MB, with an optional link. |
| Button | A call to action. A button without a link is left out of the email. |
| Two columns | Two texts or images side by side. |
| Highlight | A coloured box for the key facts: when, where, what to bring. |
| Divider, Spacer | Separate sections. |
| Links | Your website, Instagram, Facebook, YouTube, TikTok, and WhatsApp. Only the links you fill in are shown. |
Click any block to change its settings in the panel on the right; move, duplicate, or delete it from its toolbar. The Style tab sets the background, accent colour, text colour, font, and a footer text (for example your address). Every email ends with your club name and an unsubscribe link.
Switch between Desktop and Mobile to check both layouts. Undo and Redo step through your changes. An email holds up to 80 blocks.
Personal fields
Insert field adds a placeholder that is filled in for each recipient: First name, Last name, Full name, Email, or Club name. "Hi First name" becomes "Hi Anna" in Anna's copy.
Write with AI
Write with AI drafts the email from a short brief, for example "Open mat on Saturday 14 June, 10–12, all levels welcome". Pick a tone (Friendly, Energetic, or Formal) and the changes stream into the editor block by block.
- Write new replaces the content between your header and your links.
- Edit (the default once the email has text) changes only what you ask for, for example "make it shorter and add a button to the trial form".
The AI looks up your club's facts itself: dates, the timetable (including cancelled classes), closures, venues, prices, links such as the trial form and app stores, your club notes, and graduation counts. Facts it cannot find are left as gaps for you to fill. Undo brings the previous version back in one step, and cancelling restores the email.
Requirement
Writing with AI needs the Email drafts feature switched on under Settings > AI and your club's acceptance of the AI terms.
Choose the audience
Newsletters only go to active members: people on an active membership, or paying for one (for example a parent who pays for their child's membership). Members whose membership is cancelled never get a newsletter.
| Option | Who gets it |
|---|---|
| All members | Every active member with an email address. Tick Include paused members to add members whose membership is paused right now. |
| Segments | Everyone in the segments you pick, including paused members. Show people lists them. |
| Specific people | People you pick one by one (paused members included), or add with Paste a list of member numbers, member codes, or email addresses. |
The panel shows how many people will receive the email. Members who turned off club news, or whose address is blocked, are skipped automatically and counted separately. Your club also has a daily sending limit; Left of today's limit shows what remains.
Review, test, and send
Review & send checks that the email has a subject, content, no unknown fields, and an audience. Here you also set:
- Sender name and Replies go to (by default, the club's address).
- Preview as: see the email as one of the recipients will get it.
- Send a test: sends the email to your own address, with "[Test]" in front of the subject. Tests don't count against the daily limit.
Then choose Send now, or Schedule with a date and time at least five minutes ahead. A scheduled email goes out within five minutes of that time, in your club's timezone. Before sending, a confirmation shows the recipients, subject, sender, and time.
No recall
Once an email goes out, it cannot be recalled. A scheduled email can still be changed or unscheduled with Unschedule until then.
Report
Every sent email has a report:
| Figure | Description |
|---|---|
| Recipients | How many people the email was sent to. |
| Delivered | Copies that went out without bouncing or failing. |
| Opened | People who opened the email. |
| Clicked | People who clicked a link. |
| Unsubscribed | People who unsubscribed through this email. |
The Links table shows how often each link was clicked and by how many people. The recipient list can be searched and filtered by Opened, Clicked, Unsubscribed, Not opened, and Not delivered; for each person you can see the email as they got it.
Opens are a lower bound
Many mail apps block the tracking image, so real opens are usually higher. A click always counts as an open.
From the report you can Send again as new email (a copy to edit and send) or Save as template. If a scheduled email could not be sent, the report says so; Edit and try again takes it back to a draft.
Unsubscribing
Every newsletter carries an unsubscribe link. Members who use it turn off club news and are skipped in later newsletters; invoices and other account emails are not affected. The report shows who unsubscribed from which email.
Templates
Choose Save as template in the editor or in a report to reuse an email's design, subject, and preview text. The audience is not saved. Your team then finds it under Your templates when starting a new email. Deleting a template does not change emails already made from it.
Permission
The list and reports require the View permission for Communication > Campaigns; creating, editing, and sending require Manage. You set both under Settings > Roles. Roles that could already send member emails received these permissions automatically.