Emailing your members

Use the Messaging Centre to email members. Allotmin sends a separate email to each recipient, so each email can be personalised and recipients cannot see each other's addresses.

Choose recipients

To add one member, type their name. To add several members at once, use these buttons:

• All members
• All plot holders
• Unpaid members: members who owe money on the current year
• Waiting list: everyone on the waiting list, in position order
• A group: one button for each member group

You can combine these options and remove individual recipients from the list.

All members does not include members who signed up through your online waiting list form and do not yet hold a plot.

Personalise the email

Insert a token into the message to include details specific to each recipient. Common tokens are {member_name} and {plot_fees}. Other tokens include the amount owed, an itemised invoice breakdown, a link to the member's balance page, and one token for each charge.

The full list of tokens is shown on the page. Select a token to insert it into the message.

Sender name and reply address

Emails are sent from Allotmin's address. The sender name and the Reply-To address come from a sender profile, for example "Greenfields Allotments Secretary" with your own email address for replies. To set up sender profiles, go to Settings → Email senders.

Replies go to the Reply-To address on the sender profile.

Attachments

You can attach any file from your document library.

Templates

To reuse an email, save it as a template. A template stores the subject, the message and any attached documents.

After sending

Each email sent is recorded in the member's correspondence log.

If any emails fail, for example because of an invalid address or a full mailbox, Allotmin continues sending the rest. It then shows a list of which emails were sent and which failed, with the reason for each failure and a button to report the problem.

Note: Before you can send email, you must confirm your own email address. A banner is shown at the top of the app until you do.