Our experience is that our customer's email data runs "the gamut" from non-existent to fairly comprehensive. Our recommendation to is that you send an initial email to your members letting them know about the new site and how to access their accounts. This is a key step in introducing your membership to MemberSplash.
Since most mail packages tracks opens and bounces you can then generate a list of members who either don’t have an email address on file or didn’t get or read the email and follow up with a paper mailing.
Using Merge Tags
You might want to use the provided sample as the basis of your initial email. It uses Merge Tags which get replaced with actual member data. The format for a merge tag is *|TAG|* where TAG is replaced with the type of data we want to merge.
Here are a few pre-packaged email templates to get you started, these are only suggestions so feel free to compose your own welcome letter. Remember that every club is different so take the time to modify these to your own situation. For example, use the terms your club members would recognize, include some details about the set up and passwords. Lastly, always be prepared for your members to contact you with questions. An Welcome Letter email to your members might look something like one of these samples, but you can edit the email based on your system configuration/settings:
Sample Email #1 Introducing Member Splash to Existing Members
Welcome to the New Season!
We are excited to announce that with this renewal campaign we are also launching a new membership management system that will allow you to pay your membership, buy guest passes as well as have the front gate staff check you and your guests in quickly at the front gate among many other benefits.
As part of the pre-launch process, we have worked hard to clean our records and import all of your existing account data into the new system. We ask that when you first log into the new system to secure and pay your membership dues, please take a moment to verify all of your account information and make any corrections needed. If you have any questions or need assistance with any changes please contact us at [insert email here].
Instructions to log into your new account:
Login page: https://example.com/membership/manage-account
Username: *|LOGIN|*
Temporary Password: insert temporary password found in Members Splash Settings > Account Settings or on your Credential sheet
IMPORTANT: If you ever lose your password you can use the password reset link found on the login page and an email will be sent to reset the password.
Add/Delete Members: Click the three dots to the right of the Member. If you need to delete a member, click the three dots next to the member and delete. Please remember, all members must have the same permanent address.
Edit Member Information: Click the three dots next to the member's name and edit name, phone, email, gender, member type and/or date of birth.
Profile Image: Upload profile images of each individual on your family’s membership. To do so, click the three dots next to the member’s name and select ADD PHOTO. Upload a photo by clicking on the pencil tool and then click on the UPLOAD IMAGE icon. Please use a close-up, head shot or cropped face photo. (This is optional. If you choose not to upload a picture, a valid ID with address is required at check in)
Edit Account Information: Click the three dots to the right of Account Summary and select Edit Account Details . You can change your username here, change the billing contact, and update your address. Make sure you are using the address which is associated with your credit card. You can also change your password here by selecting Change Password.
Emergency Contact: Everyone should have an emergency contact on file. To add an emergency contact click the three dots next to Emergency Contact and add name and phone number.
Payments: Please secure your membership by making a payment. To access the Payments screen, click on the words "PAY HERE" in the Account Summary section. Note: you will not be able to make a payment without completing any REQUIRED fields noted on the screen. Once you have completed the required items and clicked on your dues payment, you will choose your method of payment and be taken to a second screen to check out. We accept:
Credit/Debit Card - If you are paying by credit card, enter credit card number, expiration date and CVV. Note: Please be sure the address on file with your credit card company matches the address entered into your member account.
Check - If you are paying by check, please download and print the invoice you will see on the page and mail into the address provided.
To finalize your payment, click the "Submit Payment" button at the bottom of the screen.
If you have any questions or need assistance with any changes please contact us at [insert contact email].
Sample Email #2 Introducing Member Splash to Waitlist/New Members Who Signed Up via Form
Dear *|FNAME|* *|LNAME|*,
We are pleased to welcome you to [insert club name]! When you submitted the Waitlist/New Member Application form on our website, an account was created for you in our system. Please log into your account now to update your contact information and make your membership payment. The following steps provide instructions for logging into your account and making any updates to account information.
Instructions to log into your new account:
Login page: https://example.com/membership/manage-account
Username: *|LOGIN|*
Temporary Password: insert temporary password found in Members Splash Settings > Account Settings or on your Credential sheet
IMPORTANT: If you ever lose your password you can use the password reset link found on the login page and an email will be sent to reset the password.
Add/Delete Members: Click the three dots to the right of Members. If you need to delete a member, click the three dots next to the member and delete. Please remember, all members must have the same permanent address.
Edit Member Information: Click the three dots next to the member's name and edit name, phone, email, gender, member type and/or date of birth.
Profile Image: Upload profile images of each individual on your family’s membership. To do so, click the three dots next to the member’s name and select ADD PHOTO. Upload a photo by clicking on the pencil tool and then click on the UPLOAD IMAGE icon. Please use a close-up, head shot or cropped face photo. (This is optional. If you choose not to upload a picture, a valid ID with address is required at check in)
Edit Account Information: Click the three dots to the right of Account Summary and select Edit Account Details . You can change your username here, change the billing contact, and update your address. Make sure you are using the address which is associated with your credit card. You can also change your password here by selecting Change Password.
Emergency Contact: Everyone should have an emergency contact on file. To add an emergency contact click the three dots next to Emergency Contact and add name and phone number.
Payments: Please secure your membership by making a payment. To access the Payments screen, click on the words "PAY HERE" in the Account Summary section. Note: you will not be able to make a payment without completing any REQUIRED fields noted on the screen. Once you have completed the required items and clicked on your dues payment, you will choose your method of payment and be taken to a second screen to check out. We accept:
Credit/Debit Card - If you are paying by credit card, enter credit card number, expiration date and CVV. Note: Please be sure the address on file with your credit card company matches the address entered into your member account.
Check - If you are paying by check, please download and print the invoice you will see on the page and mail into the address provided.
To finalize your payment, click the "Submit Payment" button at the bottom of the screen.
If you have any questions or need assistance with any changes please contact us at [insert contact email].
Sample Email #3 Introducing Member Splash to HOA Residents
Welcome to the New Season!
We are excited to announce that with this renewal campaign we are also launching a new membership management system that will allow you to register and buy guest passes as well as have the front gate staff check you and your guests in quickly at the front gate among many other benefits.
As part of the pre-launch process, we have worked hard to clean our records and import all of your existing account data into the new system. We ask that when you first log into the new system to register, please take a moment to verify all of your account information and make any corrections needed. If you have any questions or need assistance with any changes please contact us at [insert contact email].
Instructions to log into your new account:
Login page: https://example.com/membership/manage-account
Username: *|LOGIN|*
Temporary Password: insert temporary password found in Members Splash Settings > Account Settings or on your Credential sheet
IMPORTANT: If you ever lose your password you can use the password reset link found on the login page and an email will be sent to reset the password.
Add/Delete Members: Click the three dots to the right of Members. If you need to delete a member, click the three dots next to the member and delete. Please remember, all members must have the same permanent address.
Edit Member Information: Click the three dots next to the member's name and edit name, phone, email, gender, member type and/or date of birth.
Profile Image: Upload profile images of each individual on your family’s membership. To do so, click the three dots next to the member’s name and select ADD PHOTO. Upload a photo by clicking on the pencil tool and then click on the UPLOAD IMAGE icon. Please use a close-up, head shot or cropped face photo. (This is optional. If you choose not to upload a picture, a valid ID with address is required at check in)
Edit Account Information: Click the three dots to the right of Account Summary and select Edit Account Details . You can change your username here, change the billing contact, and update your address. Make sure you are using the address which is associated with your credit card. You can also change your password here by selecting Change Password.
Emergency Contact: Everyone should have an emergency contact on file. To add an emergency contact click the three dots next to Emergency Contact and add name and phone number.
Payments: Please secure your membership by making a payment. To access the Payments screen, click on the words "PAY HERE" in the Account Summary section. Note: you will not be able to make a payment without completing any REQUIRED fields noted on the screen. Once you have completed the required items and clicked on your dues payment, you will choose your method of payment and be taken to a second screen to check out. We accept:
Credit/Debit Card - If you are paying by credit card, enter credit card number, expiration date and CVV. Note: Please be sure the address on file with your credit card company matches the address entered into your member account.
Check - If you are paying by check, please download and print the invoice you will see on the page and mail into the address provided.
To finalize your payment, click the "Submit Payment" button at the bottom of the screen.
If you have any questions or need assistance with any changes please contact us at [insert contact email].
To learn more about the HOA registration process. There are several ways to set up your HOA system and what is described above is a NEW way you can require residents to "make a zero payment" so that you as the admin can determine who has completed registration and any required steps like signing waivers, adding photos etc.