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Communication

Send emails and SMS messages through Ledenbeheer

Choose recipients, write messages and track communication with members.

Last updated 7 days ago

Communicate with members

Where? Go to Communication > New message to send an email or SMS.

Choose a channel

First, choose whether to contact members by email, SMS or both.
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Email content

Title

Enter a description for your email. This is what you see in the overview of sent emails.
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Subject

The subject line can affect whether members open your email. Avoid all caps and words such as “Free” or “promotion”, which may cause mailboxes to mark your message as spam.
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If you want to send marketing emails to your members, read our article about the Mailchimp integration.
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Preview text

Some email apps show a preview before the message is opened. Enter text that encourages members to read your email.
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Personalise your emails

You can automatically insert a member’s first name, last name or parent’s or guardian’s name to address them personally.
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Click the % icon in the toolbar to choose which details are inserted automatically.

“Dear %first_name” becomes “Dear Kevin”
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Attachments

You can attach files of up to 10 MB to your email.
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Drafts

Save an email as a draft to finish it later.

Template

You can also save an email as a template. Compose a frequently used message once and reuse it.
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Recipients

You can send messages to individual members or to groups, such as activity groups and groups you created by segmenting contacts.
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You can also message all active members while excluding selected groups using Do not send to.
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When you select a group, Ledenbeheer loads the course prices so you can choose which price category should receive the message.
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Confirm

The final step shows everyone who will receive your email or SMS. You can deselect anyone who should not receive it.
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Reply address

Choose whether replies go to the club’s email address or to the address of the person sending the message.
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Tip: If you cannot see this setting, ask the club administrator to grant you access.

Schedule an email

Click Send now to send immediately. To send later, select the scheduling checkbox and choose the delivery date and time.
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Track sent emails

You can track emails sent through Communication under Communication > Overview.


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Frequently asked questions

An attachment can be up to 8 MB.

Yes. Under Settings > Permission management, add an instructor or trainer as an administrator and grant permission to email the members they work with.

Members can always view an email and its attachment in their Ledenbeheer profile.

You can change your email branding in Settings.
You can customise:

  1. Colours

  2. Fonts

  3. Logo

  4. Footer

For example, I want to email members in Group A but not Group B.
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Under Recipients, I select Group A.
Under Do not send to, I select Group B.

​A member in both groups will not receive the email, even though they belong to Group A.

Duplicate contacts are filtered out automatically, so a member receives only one email and/or SMS per email address or phone number.

Yes. Read more in this article.


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Yes. Replies go to the sender email address you used.
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The addresses used are the registration email, father’s email, mother’s email, parent’s or guardian’s email, and secondary email addresses.


You can also add email fields to your registration form; answers to questions with the Email type are used too.

Members can unsubscribe using the link at the bottom of each email. If they say the emails are unwanted, they are removed from the recipient list and receive no further messages.

In that member’s profile, the Communication section on the left lists the addresses that still accept messages. Edit the profile if you need to change these settings.

No. You can only track emails you sent yourself.

Still need help? Ask the team