Membership renewal - Active members - Before expiration

This email uses a membership query to send out a reminder email to members nearing their membership expiration date. Expiration reminders are sent out based on a relative-to-date setting (i.e. 60 days before expiration date, 30 days before expiration date, 15 days before expiration date, etc.)

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If you decide to set up multiple reminder emails, you must create a new query for each email.

Queryless process

Step 1: Access the Email Designer

Navigate to and open the Social Good application.
Go to the Email Designer section.

Step 2: Select a Template

Click on the + Add email button.
Navigate to Templates.
Choose the Membership renewal - Active members - Before expiration template.

Step 3: Configure Email Settings

Edit and configure the following details for your email:

Name

Subject line

From name

From address

Domain (Confirm the correct domain)

Frequency (Confirm the frequency needed)

Step 4: Select Programs and Finalize

Click on and select any amount of the required program names.
Click on Create Email to complete the process.

Step 5: Write the email

Based on the email type, you’ll see we’ve pre-formatted a basic email design and provided sample text content based on the purpose of the email. We’ve also added field descriptor titles, field names, and a default grid if applicable.

Design your email

Click on the “Designer” tab at the top right to start working with your email content.

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If you added different or additional fields to your Altru query output, you can find those field names on the left side of the Designer tab for your email.

Edit template content

Click on the header image block at the top of the email.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.
Click on any “Text” block to edit text.

tips_and_updates

Additional formatting tools are available when you click on a block. The design articles can be found in Designer features.

Add your content

Write your paragraphs one at a time.
Drag and drop the “Text” block into your email to add a new paragraph.

article

All headings must be in a separate “Text” block.

Add photo

Drag and drop the “Image” block.
Double-click the empty image.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.

Save email

Click on the save icon in the bottom right.

Step 6: Settings

Verify your settings

Click on “Settings”.
Verify “Digital membership card” is enabled.
Click on “Grid” gear for settings.
Verify the grid block is set for digital membership cards.
Add a “Membership” tag to the email settings
Click on “Save settings”.

Step 7: Test the email

Lookup membership to test

Find a membership in your Altru query from the “Preview results” tab.
Write down the email address.

Preview email content

Click on the “Preview” tab in your email template.
Enter the email address from your test membership into the “Search”.
Click on that email address to open and view.
Verify the fields correctly mapped to your test membership.
Click on the membership card link(s) if applicable.
Verify membership card details are accurate, if applicable.

Send test email

Click on “Send email”.
Replace email address with your email address.
Click on “Send email”.

Verify you received email

Open your email inbox.
Verify you received the email.
Verify the membership card links work, if applicable.

Verify email was attached to Altru

Search for test membership in Altru by email address.
Click on membership name to open membership details.
Scroll to the “Documentation” section at the bottom.
Verify the note is attached.

Remove the note type

Click on the dropdown to open the note.
Click on “Delete”.
Click on “Yes” for the confirmation dialog.

Step 8: Enable email

Enable email

Open your email in Email Designer.
Click on “Settings”.
Enable the “Start sending emails?” option.
Click on “Save settings”.

Manual process

Step 1: Create the query

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When you create the note type, name it “Membership renewal - Active members - Before expiration”. The note type will be used in the query and in Email Designer settings, so it is important it has this name. If you have already created this note type, you can skip the steps to create a new note type.

Create membership note type

Information Library

Click on “Analysis”.
Click on “Information Library”.
Click on “Add an ad-hoc” query.
Click on “Membership” query type.
Click on “OK”.

Include records where:

Expiration date is on or after today

and Membership Level\Name is one of SELECT_YOUR_VALUES_HERE

and Status is equal to Active

and Members\Membership\Is auto-renewing is equal to No

and Members\Is dropped is equal to No

and Members\Constituent\Email Addresses\Primary email address is equal to Yes

and Members\Constituent\Email Addresses\Do not email is equal to No

and Members\Primary member is equal to Yes

Results fields to display:

Membership ID

Members\Constituent\Email Addresses\Email address

Members\Constituent\First name

Membership level

Expiration date

System record ID

Save the query

Click on the "Preview results".
Verify that the number of rows/records is less than 15k.
Click on the "Set save options".
Name your query with “- SGS” at the end (Example: eTicket confirmation email - SGS).
On the bottom right, click on "Save and close".

Export the query

Click on the "Get OData link".
Copy the OData link to use in the next step.

tips_and_updates

Use the “Copy” function in Altru to create a copy of the reminder email query, and then you can rename it.

Step 2: Create the email

Login to your Social Good Software account.
Click on “Email Designer”.
Click on “Add Email”.
Click on “Custom”.
Click on “Membership”.
Enter the email additional details, name, subject line, from name, from address.
Select the needed frequency.
Click on “Create Email”.
Click on the "Activity” tab.
Click on the “Request Data” button.
Click on the “Request Data” button to confirm.
Click on the “Settings” tab.

Follow these steps:

Click on the “+ Add Odata Links” button.
Paste the Odata link from Altru.
Click on the “Next” button.
Once the link is validated.
Click on the “Add link” button.
Select System record id with “System record ID”.
Select grouping with “System record ID”.
Enable grouped fields from the list:
“Members\Constituent\Name” or “Members\Constituent\First Name”.
“Members\Constituent\System record ID”
Set sending frequency to “Relative to date”
Select “Expiration date” for relative date.
No grouped fields.
Select relative frequency, “Send email after the date”.
Select relative days “15/30/60”.
Select a relative time for the email to be sent.
Select note type based on the query.
Click on the “Save settings” button.

Step 3: Write the email

Design your email

Click on the “Designer” tab at the top right to start working with your email content.

tips_and_updates

If you added different or additional fields to your Altru query output, you can find those field names on the left side of the Designer tab for your email.

Edit template content

Click on the header image block at the top of the email.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.
Click on any “Text” block to edit text.

tips_and_updates

Additional formatting tools are available when you click on a block. The design articles can be found in Designer features.

Add your content

Write your paragraphs one at a time.
Drag and drop the “Text” block into your email to add a new paragraph.

article

All headings must be in a separate “Text” block.

Add photo

Drag and drop the “Image” block.
Double-click the empty image.
Click “Upload image”.
Select the image and click “Open”.
Click the image you uploaded.
Close the dialog.

Save email

Click on the save icon in the bottom right.

Step 4: Settings

Email the same person more than once

Enable the “Email the same recipient more than once” option.
A dialog will appear with a warning to confirm you set up your note types correctly.
Click on “I agree to enable this feature.”
click on “Save settings”.

warning

If you have not set up your note types correctly using the “Not one of” operator, this email will be sent to the same person repeatedly. It is important you have the note type set up correctly. Refer to the steps above if needed.

Verify your settings

Click on “Settings”.
Add a “Renewal” tag to the email settings
Click on “Save settings”.

Step 5: Test the email

Lookup membership to test

Find a membership in your Altru query from the “Preview results” tab.
Write down the email address.

Preview email content

Click on the “Preview” tab in your email template.
Enter the email address from your test membership into the “Search”.
Click on that email address to open and view.
Verify the fields correctly mapped to your test membership.
Click on the membership card link(s) if applicable.
Verify membership card details are accurate, if applicable.

Send test email

Click on “Send email”.
Replace email address with your email address.
Click on “Send email”.

Verify you received email

Open your email inbox.
Verify you received the email.
Verify the membership card links work, if applicable.

Verify email was attached to Altru

Search for test membership in Altru by email address.
Click on membership name to open membership details.
Scroll to the “Documentation” section at the bottom.
Verify the note is attached.

Remove the note type

Click on the dropdown to open the note.
Click on “Delete”.
Click on “Yes” for the confirmation dialog.

Step 6: Enable email

Enable email

Open your email in Email Designer.
Click on “Settings”.
Enable the “Start sending emails?” option.
Click on “Save settings”.

You can find step-by-step instructions to create each of these email templates by viewing the Membership emails and Ticket emails sections.

Step 7: Maintenance

Verify emails are sending

Click on “Activity”.
Click on the calendar icon in the top left.
Select a date.
Verify emails are in the activity.
Click on an email address to view the email sent.

Monitor and track

Click on “Email Designer” in the left navigation.
Select your email.
Click on “Analytics”.
Click on the calendar icon.
Select a date.
Review: “Sent”, “Bounced”, “Clicked”, “Opened”.

Review activity

Continue to monitor the “Activity” tab for emails sent.

Disable the email for maintenance

Click on “Settings”.
Disable “Start sending emails?”.
Click on “Save settings”.

Clone an email template

If you need to create multiple emails of the same type, you can save time by cloning your email.

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You can ONLY clone emails that use the same query type (sales order, membership, or group sales order). If you clone an email that does not use the same query type, the cloned email will not operate correctly.

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You must create a new Altru query for each clone.

warning

If you decide to set up multiple reminder emails, you must create a new query for each email. You can not share the same query with multiple email templates.

Follow these steps to clone an existing email:

In Email Designer, open the email you want to clone.
Click on “Settings”.
Click the clone button.
Enter “Clone Name” and click “Clone Template”.
Open your new cloned email.
Add the OData link for your new Altru query.
Set frequency as needed.
Confirm “Email type” is the same as the original email.
Confirm “Recipient email address” using the dropdown list.
Set “Note Type” to match the original email.
Set “System record ID” to “System record ID”.
Confirm “From address” and change if needed.
Confirm “From name” and change if needed.
Confirm “Reply to address” and change if needed.
Confirm “Subject line” and change if needed.
Set “Grouping key” to “System record ID”.
Set “Grouped fields”.
Load default for grid.
Click on “Save settings”.

Additional Email Designer support articles can be found at our Knowledge base.