Communication Tools Guide
Complete guide for chapter communication and messaging features
Email Campaigns
Creating Email Campaigns
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Access Communications
Navigate to Chapter → Communications from your admin dashboard
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Choose Campaign Type
- Meeting reminders
- Payment reminders
- Chapter announcements
- Custom messages
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Select Recipients
Choose specific members, groups, or all active members
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Customize Message
Use templates or create custom content with personalization
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Schedule & Send
Send immediately or schedule for later delivery
Email Features
- Personalized content with member names
- HTML and plain text formats
- Delivery tracking and statistics
- Automated reminder sequences
- Bounce and unsubscribe handling
- Chapter branding integration
Email Campaign Types
Meeting Reminders
Automated reminders sent before meetings with venue details, agenda, and important notes.
Payment Reminders
Customizable payment due notifications with outstanding amount details and payment links.
Automated Email Triggers
Set up automated email sequences based on events like new member registration, payment confirmations, or meeting attendance.
Push Notifications
OneSignal Integration
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Configure OneSignal
Set up OneSignal account and get API keys
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Chapter Settings
Enter OneSignal credentials in Chapter → Settings
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Mobile App Integration
Members enable notifications in mobile app
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Test Notifications
Send test notifications to verify setup
Notification Types
| Type | Trigger | Sound |
|---|---|---|
| Meeting Reminder | Before meeting | |
| Payment Due | Payment deadline | |
| Announcements | Manual send | |
| Payment Confirmed | Payment received |
Push Notification Benefits
- Instant delivery to mobile devices
- High open rates compared to email
- Sound alerts for important notifications
- Works even when app is closed
- Customizable notification settings per member
Message Templates
Creating Templates
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Access Template Manager
Go to Communications → Templates
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Choose Template Type
Email or push notification template
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Design Content
Use rich text editor with personalization variables
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Add Variables
Insert member name, meeting details, payment amounts
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Save & Test
Save template and send test messages
Available Variables
| Variable | Description |
|---|---|
{{member_name}} |
Member's full name |
{{first_name}} |
Member's first name |
{{meeting_date}} |
Next meeting date |
{{venue_name}} |
Meeting venue |
{{outstanding_amount}} |
Total dues amount |
{{chapter_name}} |
Chapter name |
Pre-built Templates
Meeting Reminder
Professional meeting reminder with venue details and agenda.
Payment Due
Friendly payment reminder with amount and payment options.
Welcome New Member
Welcome message for new chapter members with login details.
SMTP Configuration
Setting Up SMTP
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Access Settings
Go to Chapter → Settings
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Find SMTP Section
Locate SMTP configuration area
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Enter SMTP Details
- SMTP server hostname
- Port number (usually 587 or 465)
- Username and password
- Encryption type (TLS/SSL)
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Test Configuration
Send test email to verify setup
Common SMTP Providers
| Provider | Server | Port |
|---|---|---|
| Gmail | smtp.gmail.com | 587 |
| Outlook | smtp-mail.outlook.com | 587 |
| Yahoo | smtp.mail.yahoo.com | 587 |
| SendGrid | smtp.sendgrid.net | 587 |
SMTP Security Notes
- Use app-specific passwords for Gmail and other providers
- Enable two-factor authentication on email accounts
- Use TLS encryption for secure email transmission
- Regularly update SMTP credentials
- Monitor email delivery rates and bounce reports
Advanced Communication Features
Automated Sequences
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Reminder Sequences:
Set up automated reminder chains (3 days before, 1 day before, day of)
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Follow-up Messages:
Automatic follow-ups for unpaid charges or missed meetings
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Welcome Series:
Multi-step onboarding sequence for new members
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Re-engagement Campaigns:
Targeted messages for inactive members
Analytics & Tracking
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Delivery Rates:
Track successful email and notification delivery
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Open Rates:
Monitor email open rates and engagement
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Click Tracking:
Track clicks on links in emails
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Response Analytics:
Measure communication effectiveness
Communication Best Practices
Timing
Send reminders at optimal times for maximum engagement
Personalization
Use member names and relevant details in messages
Testing
A/B test different message formats and timing