Home

Download this help site
(PDF 82MB)

Download

Membership emails

You can provide for emails to be sent automatically when someone applies for membership in your organization, when they approach their membership renewal, and when they renew their membership. You can control who receives these emails, and customize the email themselves.

The delivery of membership emails is controlled separately for each membership level. You can customize the membership emails separately for each membership level, or customize the default email templates so that your changes are reflected in the membership emails for all new levels.

Membership application emails

Membership application emails are sent when someone completes the membership application form. Bundle activation emails are sent when a new membership bundle is created, or a new member is added to an existing bundle. 

Icon

Automatic emails are not sent when a contact or member is added manually by an administrator. An administrator can manually send a password email to the contact by clicking the Email new password button from the Login details section of the Contact details tab on their contact record.

 Read more/less

To control the delivery of membership application emails and bundle activation emails, choose the appropriate membership level then go to the New applications tab.

From here, you can customize the messages and control who receives them. You can choose to send the following membership application emails:

Email typeTimingRecipients
Application initiationWhen member application is submitted and it requires payment or administrator approval Applicant and/or organization contact
Member activationWhen new membership is activated or application invoice is fully settled Member and/or organization contact
Bundle administrator activationWhen new membership bundle is created or application invoice is fully settled Bundle administrator and/or organization contact
Bundle member activationWhen new member is added to a membership bundle.Member, bundle administrator, and/or organization contact

See also Invoices and receipts (below).

Renewal reminders

Renewal reminders are sent when a member is approaching their renewal date. You can turn the various renewal reminders on or off, and control how many days ahead of the renewal date they are sent. You can also control whether the member and/or organization contact receive the reminders. For bundle levels, you can also control whether to send the reminders to the bundle administrator.

To control the delivery of renewal reminders, go to the Renewal policy tab for each membership level.

 Read more/less

You can choose to send the following renewal reminders:

Email typeTimingPossible recipients
Reminder 1, 2x number of days before renewal dateMember and/or organization contact
Renewal invoiceSame as Reminder 1Member and/or organization contact
Renewal day noticeRenewal dayMember and/or organization contact
Grace period noticex  number of days after renewal dateMember and/or organization contact
Lapsed noticex  number of days after renewal dateMember and/or organization contact
Icon

The delivery of renewal invoices is not affected by the invoice settings on the Invoice and receipt settings screen.

Renewal notifications

From the Renewal policy tab, you can also control the delivery of renewal notifications. Renewal notification messages are sent when a membership has been renewed, or when an automatically recurring renewal has failed.

 Read more/less

For each renewal notification, you can control whether the member and/or organization contact receives them. For bundle levels, you can also control whether to send the notification to the bundle administrator.

You can choose to send the following renewal notifications. 

Email typeTimingPossible recipients
Renewal pendingWhen membership renewal is initiated but renewal fee has not been paid online within 15 minutesMember and/or organization contact
Renewal confirmedWhen membership renewal fee is fully paidMember and/or organization contact
Credit card expiry notificationTwo weeks before and on date of credit card expiry. Applies only to Stripe, Authorize.Net, Moneris, and Payflow Pro payment gateways.Member and/or organization contact
Recurring renewal failedWhen recurring payment for membership renewal failsMember and organization contact

See also Invoices and receipts (below). 

Member level change emails

Member level change emails are sent when a member changes their membership level.

 Read more/less

There are two types of member level change emails:

Email typeTimingRecipients
Member level change initiatedWhen membership level change is initiated (unless online payment is completed within 15 minutes)Member
Member level change succeededWhen the new membership fee has been fully paidMember and organization contact

You cannot customize member level change emails, or control who receives them. 

Invoices and receipts

Invoices are automatically emailed when someone performs a self service transaction such as signing up for a membership or renewing a membership.

 Read more/less

You can customize the invoice email and control whether invoices are sent to the payer and/or administrator, but any changes you make will be applied to all invoices issued throughout your entire system, including those issued for event registrations. Likewise, you can control who receives payment receipts via email, and customize the receipt email, but your changes will be applied to all receipts issued from your Wild Apricot account.

To customize the invoice and receipt emails, and control who receives them, hover over the  Finances   menu then click   Invoice and receipt settings. For more information, see Customizing invoices and receipts.

Customizing emails for individual membership levels

You can customize the content of membership emails for individual membership levels by clicking on the email link within the appropriate membership level tab...

 Read more/less

...then clicking the Edit button.

Within each email template, you can add or replace text, linkspictures, and macros using the options appearing on the content editor toolbar. 

Customizing default membership emails

You can also modify the default membership emails so that your changes are reflected in the membership emails for all new levels. Whether your changes are reflected in existing membership emails depends on the choice you make when you save your changes to a default membership email.

 Read more/less

To customize the default membership emails, hover over the  Members  menu and click the  Membership emails  option. A list of default emails will appear.

To customize any of these emails, click the email within the list then click the  Edit  button.

 

Within each email, you can add or replace text, linkspictures, and macros using the options appearing on the content editor toolbar.

To choose a previous email or an email template as the basis for the email, click the Copy from button. To restore the original pre-modified version of the email – the factory default – click the Restore default button.

The default membership emails are basic emails without any layout. To apply a layout, follow these steps:

  1. Click the Layouts icon towards the top of the screen.
  2. Click the layout you want to switch to. 

  3. Click the Apply button.

     

After switching to a different layout, you can undo the layout change by clicking the Undo layout change button within the layout panel.

Any changes that  you have made since the layout change will also be reversed.

After applying a layout, you can click the Appearance icon and set a background color for the message, and change the font set.

With a layout applied, you can click individual cells within the message and adjust cell settings, including background, padding, margins, and borders.

When you are ready to save your changes, click the Save button. You will be presented with the following choice:

Click Update only default template if you want your changes to be applied only to emails in future membership levels, and not to emails in existing levels.

Click Update email templates for all existing levels if you want your changes to be applied to emails in existing and future membership levels. This allows you to make a global change to this kind of membership email throughout all your membership levels. Any customizations you have made to existing membership emails of this type will be replaced with the version you are saving here.

Icon

Only the particular membership email you are currently modifying will be affected by your choice here. Any other membership emails will remain as they were.

After you have saved the default email, you can test it by clicking the Test button. A sample of the email will be sent to you containing sample data – not actual data from your database – to give you an idea of what the email will look like. 

On this page: 

See also:

  • No labels