Annuaro reminds each member before their renewal date, from the club's own address. This page covers the three reminders, who gets none and why, the "How members renew" line, the stop-mail link, and the one-time cutover mail. Whether reminders are going for your club shows on the Mail page, under Renewal reminders.
The three reminders
Each member gets up to three reminders for a renewal date: 30 days before it, 5 days before it, and on the day itself. They go out overnight. The subject for the first two is "Your", the club's name, "membership renews on" and the date; for the third, "Your", the club's name, "membership renewal is due".
Each reminder is plain text. It names the renewal date, gives the club's "How members renew" line, says "If you have already renewed, thank you; nothing more is needed.", and ends with the stop-mail link and the line "Annuaro sends this mail for" the club's name.
A member gets each reminder once for a renewal date. If an officer moves the date, the member gets a fresh set for the new date. If reminders were paused, a reminder that fell due within the last seven days still goes out once they resume; an older one does not.
Reminders are part of the Club plan. On the Mail page, under "Renewal reminders", one line says where they stand: "Reminders are going. The next run is tonight.", "Reminders are paused until the domain is verified. Finish the setup above.", or "Reminders are paused while the subscription has ended."
Who gets none, and why
A member gets no reminder when any of these is true:
- Their record has no "Renewal date".
- Their record shows them paid through the renewal date or later.
- They are not a current member.
- Their record has no email address.
- They opted out, by pressing the stop-mail link or by an officer's choice. Their record reads "Opted out on" the day and the reason.
- They marked the club's mail as spam. That counts as opting out of this club's mail.
- Their record reads "Not mailed". The member gets no mail until they ask for it, and an officer can then set them mailable.
- Their address bounced. A bounced address is refused for every club until an officer fixes it on the member's record.
Each member's record shows the reason under "Mail".
The "How members renew" line
Every reminder carries one or two sentences the club writes: how to pay, where, and by when.
- Open the Mail page and find "How members renew" under "Renewal reminders".
- Type the sentences, up to 300 characters.
- Press "Save". The page reads "Saved."
Leave it blank and the reminder says "To renew, contact" the club's name.
The stop-mail link
Every reminder ends with "To stop mail from", the club's name, and a link that is the member's own. The link opens a page that asks whether to stop mail from the club, with one button, "Stop the mail". After the press the page reads "Done." and that the club "sends you no more mail through Annuaro. To get it again, tell an officer of the club." Mail from any other club the member belongs to is not affected.
An officer can set the member mailable again under "Mail" on the member's record. If the club's subscription has ended, the press is not recorded; the page tells the member so and asks them to press again if the club's mail resumes.
The cutover mail
When the club moves its dues payments to the payment link, it can tell every member once. An officer sends this mail; it never goes on its own. On the Mail page, under "Cutover mail", enter the "Switch date" and the "Payment link", then press "Show who gets which mail". The page lists who gets which wording and who gets nothing, with the reason, and shows both mails as they will read. Then press "Send the cutover mail".
A member paid through the switch date reads that nothing is needed and when the next payment is due. Every other current member gets the payment link and the "How members renew" line.
- Still stuck? Write to hello@annuaro.com.