Topic:

How do I let my members know it is time to renew?

Solution:

In order to let your your members know when to renew their membership, you will want to send them an automatic reminder email. There are a few ways to send reminder emails. You can simply use the standard reminder email that goes out to all members. You can set up separate reminder emails to send to different Member Types. You can also set up multiple Reminder & Follow-up Emails that can be sent to your members in addition to the standard reminder emails set up in your membership form.

To set up your standard Renewal Reminder Email for all members:

1. Edit your Membership and click on the Emails tab.
2. Under the New Member section, select the checkbox to Schedule a reminder email for the member.
3. Click on the link to modify the reminder email content and make the following selection:
   • Activate This Reminder – Check this box to enable the membership reminder email.
4. Click the Edit button to enter or modify the content for this email.
   • You can also Preview the email as it would look to registrants. Fake registrant data will be merged into the preview mode.
   • To test the email simply enter your email address and click the click the Test Email button to send a copy of this email to yourself (or another email address if desired).
5. Save your changes

If you would like to send different reminder emails to your members based on their Member Type:

If you are using Member Types in your membership and would like them to receive different renewal reminder emails, then you can create these by editing the Member Types.

1. Edit your Membership and click on the Start page.
2. Click on the Add a new member type link or edit an existing one. This will open the Edit Member Type window.
3. In the Advanced section, click on the link that titled Use the same confirmation email that's set up at the event level. This will open a new window that will allow you change the reminder email that this member type will receive.
4. Select the checkbox to Send this confirmation email instead of the membership level confirmation email.
5. Click Edit to make any changes to the content of the email.
6. Save your changes.

If you would like to schedule additional reminder & follow-up emails to send to your members:

The Reminder & Follow-up email feature located on the RegOnline Manager dashboard is a great tool to set up additional correspondence emails to send to your members.

1. In the Manager screen, select your membership form. It should be highlighted in blue.
2. On the Functions tab of the dashboard, click the Reminder and Follow-Up Emails link. The Email Reminders window opens.
3. Click the link to Create a New Reminder. The Edit Reminder/Follow-Up Email window opens.
   • Alternately, you can click the Copy icon to make a copy of an existing reminder/follow-up email, and then modify the copy using the steps below.
4. Make the following entries:
   • Filters Section - Select the appropriate filters for members that you would like to receive this reminder email.
     • To select more than one Member Type, select the Custom Selection option from the dropdown list. A box opens to the right where you can check the boxes to select each type.
     • You can also use the fields in this section to send this email only to those members who paid for their membership using a certain method, have a certain membership status, and/or have an outstanding balance on their membership.
   • Schedule section - Select whether you want to send this email at a certain interval (such as a certain number of days/hours before/after your membership Renewal date or Next Pay date), or at an exact date/time.
   • Content section - Enter the email address and name this email to display in the From field for the recipient, and the Subject and body of the email itself. Click the Edit button to modify the content.
5. When you've finished save your changes.

Additional Information:

The Membership Renewal Reminder Email is not sent if the membership is set to Auto-Renew.  Instead, the appropriate payment emails are sent.

Reminder Emails will be sent from your membership if the membership status is set to one of the following:

• Testing
• Active
• Onsite
• Sold-out
• Update Only

Related Links:

• How do I set up membership fees on my membership form?
• How do I set up a recurring fee for my membership?
• How do I apply the event theme to my confirmation and reminder emails?
• User's Guide - Event Builder – HTML Content Editor

Keywords:  member, membership, renew, renewal, auto-renew, reminder, email, reminders