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Unsubscribing to emails

Overview

Your Wild Apricot site can send out different types of emails, including:

Contacts can unsubscribe separately for each type of email – except for workflow emails. Once they unsubscribe, they will no longer receive that type of email, but will continue to receive other types of emails. For example, a contact can choose to not receive event announcements and still receive all other emails from your organization.

Contacts cannot unsubscribe from receiving automatic system emails such as membership renewal reminders, event registration confirmations, invoices, or payment receipts. Administrators can prevent contacts from receiving these types of emails only by disabling the delivery of all emails to the contact.

Contacts can unsubscribe from different types of email within their profiles, or by clicking the Unsubscribe link in an email. Administrators can unsubscribe contacts from their contact records. These methods can also be used to subscribe contacts – to sign them up to receive certain types of emails.

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Anti-spam regulations in Canada (and other jurisdictions) require "express consent" from a person before sending them a commercial email message.

Administrators can track the number of contacts who click the Unsubscribe link in email blasts, and search for contacts according to their email preferences – whether they are currently subscribed to receive each type of email.

Using the Unsubscribe link in emails

Certain type of emails sent from your site will always include an Unsubscribe link in the email. An unsubscribe link will be automatically added to the following emails if they do not already include the {Unsubscribe_Url} macro:

When opening these emails, the recipient should see the unsubscribe link at the bottom of the email:

Clicking the unsubscribe link will redirect the contact to a page on your site where they can unsubscribe:

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You can customize this page by modifying the Unsubscribe from emails system page.

The Unsubscribe link will only unsubscribe the contact from one specific type of email, not from all types of email. For example, if a contact unsubscribes from a manual email (like a newsletter) then the contact will stop receiving all manual emails, but will continue to receive event announcements. To unsubscribe from both types of emails, contacts need to unsubscribe from each email type separately, or login and edit their email subscription settings.

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Guest attendees receiving a mass email to event attendees will be unable to use the Unsubscribe link to unsubscribe from future emails since they have not been added to your contact database.

Administrators are not informed when someone unsubscribes. However, if you've enabled email tracking for an email blast, you can see – within the email log – the recipients who clicked the Unsubscribe link.

Unsubscribed contacts are automatically removed from the recipient list when sending email blasts.

Updating email preferences

A contact can unsubscribe from – or subscribe to – different types of email from their profile. To update email preferences, the contact:

  1. Logs into their Wild Apricot site.
  2. Clicks the View profile link to jump to their member profile page. Depending on the website theme, their name may appear as the link.

  3. Clicks the Email subscriptions link.

  4. Clicks the Edit profile button.
  5. Check or unchecks the type of mails he or she wishes to receive.

There are three types of emails each contact can control:

  • Event notifications – automatic event emails such as event announcements (sent to people not yet registered) and event reminders (sent to registered attendees only)
  • e-Newsletters and email blasts – all manual email blasts from administrators
  • Forum subscriptions – if a member has already subscribed to the forum updates

By default, every new contact will have event notifications and email blasts turned on. For forum subscriptions, contacts can also control how frequently they receive forum update notifications.

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The email settings above do not affect other automatic emails such as membership renewal reminders and invoices/receipts. Only administrators can disable those emails (see below).

Changing a contact's email settings

An administrator can change a contact's email preferences from their contact record. The administrator can change which types of email the contact is subscribed to, and change the frequency of forum update notifications. The administrator can also disable the delivery of all emails, including automatic system emails, to the contact.

To change a contact's email preferences, follow these steps:

  1. Find the contact in the contact database and display the contact's details.
  2. Click the Email settings and log link.
  3. Click the Edit button beside Email preferences.
  4. Check the type of emails you want the contact to receive. To disable all emails – including automatic system emails such as membership renewal reminders, event registration confirmations, invoices, and payment receipts – click the Disable ALL emails option. For forum subscriptions – which only appear if the contact has subscribed to a forum or forum topic from a forum page – you can also change the frequency of the forum update notifications.

  5. When you are finished, click Save.

Searching for contacts by email preferences

To search for members or contacts who have unsubscribed from different types of mailings, go to the Advanced search tab and select Email preferences as your search criteria. You can then choose to search for those who have unsubscribed from automatic event emails (Send event announcements is disabled) or from all manual emails (Subscribed to emailings is disabled).

 

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