Creating your Initial Welcome Letter Segment in MailChimp

Modified on Fri, 06 Oct 2023 at 08:18 AM

Congratulations! If you are reading this you are just about ready to send out your initial welcome letter to your members. The #1 reason this is such an important step is so that you can provide your members with the new url link for them to login in, provide their unique username and temporary password as well as list the initial steps you would like to see your members complete (ie adding member photos, updating account information and paying!).

When sending any email using Mailchimp, including your initial email, clubs frequently want to send them to specific groups of members called segments— in the case of your initial welcome letter you might want to send it to ALL Adults within your membership. That means you would be sending the welcome email to both the primary and secondary Adults on the account but not to children on the account. Another popular option is sending the welcome letter only to the BILLING CONTACT on the account. We will walk you through setting up your first segment for your welcome letter below. To learn more about all the ins and outs of creating segments click here.

Getting Started:

EXAPLE 1: Sending your welcome email to Account Types

Go to Audience/Segments
Click Create Segment to start defining the filters
Name Segment and click on Add a Condition
Select Account Type is 52 (the number 52 represents the ID for the account type you want to include. See below for more details)
Add additional Conditions if wanted. If not Select Review Segment to confirm members in this segment.

EXAMPLE 2: Sending your welcome email to the Billing Contact on the account

Go to Audience/Segments
Click Create Segment to start defining the filters
Name Segment and click on Add a Condition
Select Billing Contact is 1 (the number 1 represents the ID for billing contact by default)
Add additional Conditions if wanted. If not Select Review Segment to confirm members in this segment.

EXAMPLE 3: Sending your welcome email to Member Type Adult

Go to Audience/Segments
Click Create Segment to start defining the filters
Name Segment and click on Add a Condition
Select Member Type is x (the x represents the ID number for member type Adult but will need to be located in your Member Splash system by following the steps below. The ID is normally a 4 for the Basics and Essentials Plan and 20 for Premium but should be confirmed)
Add additional Conditions if wanted. If not Select Review Segment to confirm members in this segment.

EXAMPLE 4: Sending your welcome email to Tag is email test team

Go to Audience/Segments
Click Create Segment to start defining the filters
Name Segment and click on Add a Condition
Select Contact is Tagged is email test team
Add additional Conditions if wanted. If not Select Review Segment to confirm members in this segment.

Now that you've saved your segment you are ready to move onto creating your Email Template that you will use in all your email communication.

Steps to Find the Member Splash Member Type ID

Member Types are stored in Mailchimp using the Member Splash Member Type ID number instead of the Member Type Name because Mailchimp restricts the length of the custom values you can synchronize and this way if you change an account type name at some point your segment will still function correctly. Let's find the Member Type ID:

Go to Membership>Accounts and click the Settings button

Click Manage Member Types tab to see each of the Member Type IDs.
Note the number next to the Member Type you wish to segment to. In this case it's 4. Go back to Mailchimp Segments and drop in the ID number.

Once you have selected the various filters for your segment hit the Preview Segment button. It will show you how many members match the criteria as well as a list of each member and their details. If everything looks correct you can save the segment or hit edit to make further changes.