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How to Manage Your Welcome Emails

‘Welcome Email’ in Member365 is the login email template with a Username/Password combination, and a link to the Member Portal!

Welcome Emails are sent automatically by the system to Contacts when they are granted Member Portal Access.

You can customize Welcome Emails in Member365: this article will outline the steps to do so!

What do Welcome Emails Contain?

Initially, your Welcome Emails will contain a stock message and a link to your Member Portal. There will also be a username/password combination that’s generated automatically and unique to each recipient.

"You can access the portal by visiting {URL}, and logging in with these credentials: Email {USERNAME} Password: {PASSWORD} Keep this login info in a safe place, and remember not to share them with anyone!"

Smart Tags

The ‘Smart Tags’ will populate automatically when the email is sent.

{URL} – The link to your Member Portal.
{USERNAME} – The Contact’s Email Address that they can use to log in. This is populated when the email is sent, and is unique to each recipient.
{PASSWORD} – The Password this Contact can use when logging in. This is generated automatically by the system, and is unique to each recipient.

We recommend against modifying or deleting any Smart Tags, unless you wish to omit these login details intentionally.

When do Welcome Emails Send?

The System will send a Welcome Email automatically to any Contact who is granted Member Portal Access. There are two scenarios that result in a Welcome Email sending.

When Contacts become Members

In Member365, Active Members are granted Portal Access automatically. When a Contact’s Membership Application is successful, they will be granted Portal Access and a Welcome Email will send.

You can customize the workflow of when exactly a Welcome Email will send if you Pre-Approve your Membership Applications.

Sending the Welcome Email when Contacts become Members is automatic, and is a functionality that cannot be turned off.

If you would like to effectively “disable” the Member Portal and not send login details at all, however, consult this Knowledge Base article.

When Portal Access is Granted Manually

If there is a Contact without Portal Access – be it a Non-Member, or someone you enrolled manually – you can still send them a Welcome Email on-demand.

Since the Welcome Email is linked to Portal Access, it is configured to send as soon as a Contact receives that permission. As such, as soon as you grant someone Portal Access manually, they will receive a Welcome Email.

Where do I Edit the Welcome Email?

There are actually two versions of the Welcome Email in Member365, and the one that sends depends on the situation.

  • Category Specific – Every Membership Category has its own Welcome Email template. The Category Specific Welcome Email is the template that sends when a Member of that specific Category is approved and granted Portal Access.
  • System Default – The System Default Welcome Email is the template that sends when you grant Portal Access manually, and it is the template that sends if you disable the Category Specific Welcome Email.
In other words...

As the definitions above imply, a Welcome Email will always send when someone is granted Portal Access.

You can disable the Category Specific Welcome Email in a Membership Category, but doing so will simply cause the System Default to send instead. If you want to effectively prevent the Welcome Email from sending, consult this Knowledge Base article.

Category Specific Welcome Email

Every Membership Category you create has its own custom Welcome Email template. When Members of this Category apply successfully, they will be sent this Welcome Email unless you choose to disable it: in that case they would be sent the System Default instead.

1. From the Member365 Administrator Dashboard, click ‘Membership’ at the top of the page.

Image indicating the 'Membership' button from the bar at the top of the Administrator Dashboard.

2. Click ‘Manage’ next to ‘Membership Categories’ on the page that follows.

Image indicating the 'Manage' button next to 'Membership Categories'

3. Locate the Membership Category whose Welcome Email you wish to view, then click its name.

Image showing the search bar used to look up 'Silver Membership' from the list of Membership Categories.

4. From the list of tabs, click ‘Communication’, then click the ‘Launch Emails’ sub-tab.

Image indicating the 'Launch Emails' sub-tab under the 'Communication' sub-tab when editing a Membership Category.

5. Click ‘Welcome Email’ from the list of templates.

Image indicating the 'Welcome Email' template from the list under 'Launch Emails'.

6. A window will open in which you can customize your Welcome Email.

Image showing the screen to edit a sample Welcome Email.

‘Enable Email’  -Toggle ON for this template to send to successful applicants. Toggle OFF to send the System Default instead.

‘Email Subject’ – The subject line of the email your Contacts will receive. You can customize this if you wish.

‘Email Content’ – You can customize the contents of your Welcome Email! Remember to click ‘Save’ to confirm any changes, and to ‘Publish’ the Membership Category to save everything.

System Default Welcome Email

The System Default Welcome Email will send when you grant your Contacts Portal Access manually. The System Default Welcome Email will also send automatically to successful applicants if you disable their Category Specific Welcome Email.

1. Click ‘Options’ at the top of the screen, then click ‘Configuration’ from the drop-down menu that appears.

Image showing 'Options' -> 'Configuration' from the administrator dashboard.

2. Scroll through the list of configuration options, and click ‘Setup’ for ‘System Emails’.

Image showing the System Emails configuration box, and indicating the 'Setup' button.

3. Locate and click on ‘Welcome Email’ from the list of templates.

Entered 'Email' into the search bar and we are indicating 'Welcome Email' from the list of System Templates.

Congratulations! You now know what Welcome Emails contain, when they send, and how to customize them!

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