Customize Emails

1. Make sure the text that you want to make a title or heading is on a separate line from other text.
   
2. Click and drag your cursor to select the text.
   
3. Click Format on the toolbar and then select Formats > Headings and choose the desired heading size for the title (e.g. Heading 1, Heading 2, etc).
   
4. The text that was selected is changed to a heading.
   

You can use the Bold, Italics, or Underline options on the template toolbar to stylize text in the body of your email.

Follow the steps below to change the text in an email to bold.

1. Select the text you would like to make bold.
   
2. Click the B icon on the toolbar.
   
3. The text that was selected becomes bold.
   

You can use the same steps above to italicize or underline text. In step 2 above, click the I icon in the toolbar to italicize text or the U icon to underline text.

If you are familiar with HTML code, you can also make other font size and color changes using HTML and/or CSS code. To edit the HTML code, you will need to click the Source code icon in the toolbar.

Make your desired HTML changes in the Source Code box and then click OK to close the box and return to the email template.

Tags are short codes that can be added to an email template to personalize the email. They are enclosed in square brackets such as [nam] or [us] and serve as placeholders in the email template for data that will be displayed in its place in the email the member receives.

You can insert one of the tags below in an email template where you want to display the member’s name.

• [nam] – Will display the member’s account name from our system’s Account Name field.
• [ctc] – Will display the contact name from our system’s Contact Name field
• [contact] – Will display the contact name from the Contact Name field if available, otherwise it will display the account name from the Account Name field.

1. To insert the member’s name in an email, place the desired tag in the email template where you would like their name to be inserted.
   
2. The member will see their name in the email they receive instead of the [contact] tag.
   

Additional tags can be added to our email templates to personalize emails. As we mentioned in the previous section, tags are short codes that are enclosed in square brackets such as [nam] or [us] and serve as placeholders in the email template for data that will be added in its place in the email the member receives. For example, the [nam] tag in an email template will be replaced by the member’s account name in the email.

In most cases, you can view a list of available tags by clicking the blue Tags link at the bottom of the email template.

After clicking the Tags link, a window will pop-up that displays a list of the tags that can be used in that particular email.

Each email template has specific tags that can be added to it and they are not interchangeable, so it’s important to only use tags that are available for the template you are editing.

For example, the screenshot above displays the tags that are available to use in the Welcome Email template. Notice that the [password] tag is displayed under the section titled New Member Specific Tags. This tag can be added to the new member welcome email and a password will be inserted in its place which a member can use to login to their account. However, you will not see this tag listed if you click the Tags link under the Renewal Notice email template. If the [password] tag is inserted in the renewal notice email, the member will simply see the tag as [password] in the email instead of an actual password.

To insert a tag that is displayed in the pop-up window, select the tag to copy it and then paste it in the email template where you would like the specified data to be inserted.

If you do not see a blue Tags link at the bottom of the template, it may be located in the template’s toolbar menu such as in the Event Confirmation email template.

Clicking on Tags in the toolbar will pop up a menu displaying the tags that can be added to the email template. Click in the email template where you would like to insert the tag, and then click the Tags link in the toolbar. In the pop-up menu, click the tag you would like to insert in the email.

The tag you selected will be added to your email template.

To insert an image into an email message, the image must first be accessible as a direct link online. If the image is online, you can follow the steps below to insert it into an email template.

1. Go to the email template and click in the template where you want to insert the image. The example below is our default membership payment receipt template. We moved “Payment Receipt” down one line and then clicked above it so we could insert the image above this line in the email.
   
2. Click the Insert/edit image icon in the toolbar.
   
3. Next to Image URL in the pop-up dialog box, enter the URL where the image is located online. Next to Item description, enter a description of the image. You do not need to change the Dimensions. You’ll be able to resize the image after it’s inserted in the template. Click OK when complete.
   
4. The image will be inserted in the email template. If the image is too large as it is in our example below, click on the image to select it. Click and drag on one of the white corner squares to resize it.
   

Resized image in the email template

1. Click in the email message box where you would like to insert the link.
   
2. Click the Insert/edit link icon in the toolbar.
   
3. Next to URL in the Insert link dialog box, enter the URL where you want the text linked and click the OK button.
   
4. The link will be inserted in the email.
   

Although it’s not possible to attach files to the automatic emails that are sent through our system (e.g. welcome emails, renewal notices, payment receipts, etc), you can attach files to emails that are sent manually.

One thing to note is that this email function is designed for transactional emails. For example, email receipts, email notifications (eg. a change in your Terms of Service), etc. The feature is not intended to be used for newsletters or marketing because there is no way to unsubscribe from the emails – which is required by the CAN-SPAM act for newsletter/marketing emails. If you wish to send newsletters or marketing emails to your members, we would recommend using MailChimp (which we integrate with), Constant Contact, or similar services designed for this function.

To manually send an email to all of your members, go to MembershipWorks > Members and click the Email tab at the top of the page. After writing the email, you are not able to save it as you can with the automatic email templates. You will need to send it at that time.

To attach a file to this email:

1. Click the Click here to add attachments link above the email message box.

2. Browse for the file you would like to attach to the email. After locating it, click to select the file and click Open.

To attach more than one file, the files will need to be located in the same folder on your computer. Select the first file and then hold the Ctrl or Cmd key down on your keyboard while selecting the additional files. After all the files you would like to attach have been selected, click Open.

3. The attached file name will display next to a paper clip icon to show it has been successfully attached.