Email Configurations Tab

• The Email Configurations Tab is one of the most important areas of email configuration.
• An Email configuration is created for each email type that you want use in support of running of your group. It allows all of the settings such as the subject, banner image, email wording, sender, CC, signoff, member selection and pre/post-send actions to be defined and saved.
• Any number of email configurations can be created to suit your group's requirements.
• An email configuration is selected at the point of sending an email, which enables default values to be set which speeds up the sending of emails, given that users don't need to think of suitable values for all of the email sending parameters.
• On your website this page can be found at <your-website-address>/admin/mail-settings?tab=email-configurations. A screenshot is shown below:

Configuration Navigation

• At the top of the page is a configuration selector dropdown list that allows you to select from any of the email configurations that have been created. In the above screenshot you can see that 13 Email Configurations have been defined, and a configuration called Newsletter has been selected.
• Below the configuration selector and help text, are buttons to navigate forwards and backwards through the configurations along with Duplicate, Add New and Delete buttons.

Notification Settings

• In the Notification Settings section, the first field is the subject which contains a prefix, the subject text and a suffix. The prefix and suffix can be optionally populated with a parameter that is populated with member data. If populated the subject will appear with all elements separated by dashes. For instance the above configuration would have a subject of NGX-Ramblers - Welcome to The Group - System Administrator. Parameters can be added to help clarify that the email originated from their own group, rather than Ramblers Head Office. If parameters are omitted, just the subject text appears.
• The next configuration item is the Banner Image dropdown. When selected, the banner is displayed below the dropdown. For more information, see the Banners Configuration Page.
• The next 4 configuration items relate to sender, CC, Reply to and Signoff roles:
  • Sender - single address who appears as the sender of the email
  • CC Roles - multiple roles can be added here. A CC is sent to each of the roles selected. Useful for welcome emails so the whole committee can see who has just joined the group.
  • Reply To - single address that would be sent to if the member chose to reply to the email they received.
  • Sign-Off - multiple roles can be added here - a standard sign off footer is added to the email with a list of committee members, their role and their email address.
• The next configuration item is the Email content section, which holds the wording of the email itself. Emails based on a built-in template show the standard wording, maintained as part of the website and kept up to date for you. You can edit the whole email in place, reset it back to the standard wording at any time, or switch it to Composed in Email Composer if the content should be written fresh at sending time. The Booking Notification configuration instead shows Content Blocks, one per booking email section, each of which can keep the standard wording, use your own, or be left out. For the full guide see Customising Email Wording.

Member Selection and Actions

• This section controls how members are selected as recipients at the point of selecting the email configuration. The Member Selection field is important in that depending on the value selected, it controls whether the email configuration can be used in Transactional or Campaign emails - they can only be one or the other, not both. Any of the following values make the email configuration only applicable for use in Transactional email:
  • Expired Members
  • Missing From Bulk Load Members
  • Recently Added
• If any of the above values are chosen there are additional fields that can be input: as follows:

• In the above options, the Months in the Past field creates a selection window backwards from the current date in order to select member recipients. For instance for the Welcome email configuration, a value of 1 is a sensible default, on the assumption that the Member Bulk Load is run on a monthly basis, thus picking up all newly loaded members.

• The other two fields Pre-Send Action and Post-Send Action are write actions that are performed on member data, before and/or after sending the email. Possible values are:

  • None - do nothing to the member.
  • Generate Group Member Password Reset Id - this is a auto-generated id that is included in the secure password reset link in a passwork reset or welcome email.
  • Disable Group Member - this unchecks the Group Member checkbox on the member, which prevents them from logging in or receiving campaign emails, but leaves them in the database. You would use this option after sending a Membership final expiry email, but there was a possibility of the member renewing their membership, so the member could be re-enabled again.
  • Bulk Delete Group Member - this permanently removes the member from the database. You would use this option after sending a Membership final expiry email.

• If the Member Selection field value Mailing List is selected, the email configuration can only be used in Campaign email.

• An additional List dropdown is available for this type of Member selection, and this list is automatically preselected at the point the email configuration is selected. A screenshot of this is shown below:

Choosing the Correct Member Selection for the Email Type

• Its important to choose the correct Member Selection when configuring and Email Type as the idea is that when you choose an Email Type before sending a email, the right members are preselected for it. The Member Expiry Warning and Member Expiry emails are particularly important to get right because it you may choose too many or no members at all depending on what's in the file that you have downloaded from Insighthub.
• Based on information as of 26-November-2025, if members have left the current group, they will no longer be included in the Bulk Load file, therefore it's better to use a Missing From Bulk Load Members rather than Expired Members for Member Selection. If you don't do this, members will only be bulk deleted from your database when they reach their expiry date, leaving members in your database for longer than they should be.