Send personalized emails and letters that inspire members to participate in your organization.
If your subscription includes membership management, you can include many built-in membership filters and merge fields in emails and letters. For example, send:
Welcome messages — Welcome new members, describe membership benefits, and explain what happens next. Consider scheduling a welcome email series.
Renewal reminders — For members who didn’t select to autorenew, explain their membership will lapse soon if they don’t renew. For members who requested to end the membership, add filters to exclude those members from renewal reminders.
Tip: You don’t have to create a report to send an email or letter. In the email template, you can select membership filters and other filters that control the recipient list.
In this article:
Create and Send Welcome Emails and Letters for Memberships
To create a template for a welcome email or letter:
Create a transaction email template or letter template.
In the email or letter, click where to insert the merge field.
Click Insert Merge Field.
Search for “membership” or go to the Membership Schedule section.
Select a merge field.
Click Insert Field.
On the Filter tab, include filters to send the email or letter only to members who create a new membership schedule:
Include the Type filter and select Membership Schedule.
Include the Created Date filter and select a time period. This filter makes sure the email or letter is sent only to members who create a membership schedule within that time period.
(Optional) If you plan to customize welcome messages for each program or level, include Membership Schedules and Payments filters, such as:
Membership Program
Membership Level
To send an email based on this template, do one of the following:
(Recommended) Use Journey Automation to create an Initial Membership Payment automation, which you can use to automatically send acknowledgement and welcome emails for the initial membership payment. When you add an email action to the automation, you can select this template. You can also use Journey Automation to automatically email acknowledgements for renewal payments.
Use the Communications > Emails workflow to schedule this email to send weekly.
Create and Send Renewal Reminders
Send emails or letters to encourage current members to renew soon.
Membership schedules that don’t renew automatically have the payment method None. This payment method means the membership schedule doesn’t have an automatic payment method.
To create and schedule a renewal reminder:
Create a transaction email template or letter template.
In the email or letter, click where to insert the merge field.
Click Insert Merge Field.
Search for “membership” or go to the Membership Schedule section.
Select Membership Renewal Date.
Click Insert Field.
(Optional) Add other membership-related merge fields.
On the Filter tab, include filters to send the email or letter only to members who have membership schedules that don’t renew automatically:
Include the Type filter and select Membership Schedule.
include the Method filter and select None. Click OK.
Include filters to send the email or letter only to members with an upcoming membership renewal:
Include the Membership Schedules and Payments filter.
Include the Membership Renewal Date filter.
Select a time period for the renewal date. For example, include the filters During and Next Month. You could also select the filters During and Next Week.
To exclude current members who have a membership with an end date, exclude the Membership Renewal Date and Empty filters.
Schedule this email to send at a frequency that matches the renewal date filters you selected. For example, if you selected During > Next Month, schedule the email to send monthly. If you selected During > Next Week, schedule the email to send weekly.