Reminder and Notification Emails¶
The Reminder and Notifications system automates club communications by sending timely emails to members about role assignments and schedule updates.
Who can access: Only club officers (President, VP Education, Secretary, or Admin) can configure these settings.
Access: Navigation Menu > Reminder & Notifications
Automated Reminders¶
Automated reminders are emails sent to members before their assigned roles to help them prepare for upcoming meetings.
Reminder Timing¶
| Days Before | Best For |
|---|---|
| 1 day | Weekly clubs needing a quick last-minute heads-up |
| 2 days | Smaller clubs where shorter notice is acceptable |
| 3 days | Most clubs (recommended) --- ideal balance of early notice and preparation time |
| 4 days | Monthly clubs or roles requiring extensive preparation |
Example: If your meeting is Thursday, January 25 and reminders are set to 3 days, members receive emails on Monday, January 22.
Customizing the Reminder Email Template¶
You can customize the message sent to members when reminders are triggered. The template supports dynamic placeholders that are automatically replaced with actual values.
Available Placeholders¶
| Placeholder | Description | Example Output |
|---|---|---|
{member_name} |
Full name of the member | "Sarah Johnson" |
{role_name} |
Name of the assigned role | "Toastmaster", "Speaker" |
{club_name} |
Your club's official name | "Springfield Toastmasters" |
{meeting_date} |
Date of the meeting | "Thursday, January 25, 2025" |
{meeting_location} |
Club meeting address | "123 Main St, Springfield, IL" |
Template Tips¶
- Keep it concise --- members prefer brief, clear reminders
- Include action items --- tell members what you need from them (confirm, prepare, etc.)
- Match your club's tone --- formal or casual, match your club's culture
- Test it first --- use "Send Reminder Now" to preview a real email
- Reset if needed --- the "Reset to Default" button restores the original template
Send Reminder Now (Manual Reminders)¶
In addition to automated reminders, you can manually send reminder emails at any time.
How It Works¶
- Navigate to the Reminder & Notifications page
- Click the Send Reminder Now button
- Confirm the action in the popup dialog
- The system sends emails to all members with role assignments in meetings within the next 7 days
When to Use Manual Reminders¶
- After last-minute changes --- when you've reassigned roles close to a meeting date
- Before important meetings --- special events or contests that need extra attention
- Low response rate --- when many members haven't confirmed their assignments
- Testing --- verify your email template and settings before meetings
Avoid overuse. Too many manual reminders can lead to members ignoring important notifications.
Notification Settings¶
Notifications are automatic emails triggered by specific events. These keep the right people informed about changes and updates.
Notify All Members --- New Schedule Published¶
Sends an email to all active club members when you publish a new schedule. The email includes a notification that a new schedule is available, a link to view it, a summary of their role assignments, and a call to action to accept or decline.
Recommended setting: Enabled
Notify VP Education --- Assignment Updates¶
Sends an email to the VP of Education when members accept, decline, or claim role assignments. The email includes the member name, action taken, role name, meeting date, and a link to edit the assignment if needed.
Recommended setting: Enabled. The VP of Education oversees meeting schedules and needs to know when roles are confirmed or declined.
Automatic vs. Manual Comparison¶
| Feature | Automated Reminders | Event Notifications |
|---|---|---|
| Trigger | Time-based (X days before meeting) | Action-based (when something happens) |
| Frequency | Once per meeting per member | Every time the triggering action occurs |
| Purpose | Remind members to prepare | Inform officers of changes |
| Can be manual? | Yes ("Send Reminder Now") | No (always automatic) |
Recommended Settings¶
For Most Clubs¶
- Reminder Days: 3 days before meeting
- Email Template: Default or minimally customized
- Notify members on publish: Enabled
- Notify VP Education on assignment updates: Enabled
By Club Size¶
- Small clubs (8--12 members): 2--3 day reminders. Manual reminders may be needed more frequently due to limited member pool.
- Medium clubs (12--20 members): 3 day reminders. Occasional manual reminders for important meetings.
- Large clubs (20+ members): 3--4 day reminders. Automated system handles most cases; manual reminders rarely needed.
Tips¶
- Start with defaults --- the recommended settings work well for most clubs
- Test before meetings --- use "Send Reminder Now" after initial setup to verify emails work
- Keep templates professional --- emails represent your club
- Monitor response rates --- if members aren't confirming, adjust timing or template wording
- Educate members --- let members know to expect automated emails and to check spam folders
- Review quarterly --- periodically check that notification settings still meet your club's needs
Troubleshooting¶
Members aren't receiving reminder emails
- Verify members have valid email addresses in their profiles
- Ask members to check spam/junk folders
- Confirm members haven't disabled email notifications in their preferences
- Verify the meeting date is in the future (reminders aren't sent for past meetings)
Placeholders are showing instead of actual values
Placeholders like {member_name} are replaced with real values only when emails are sent. In the template editor, you'll always see the placeholder text. Use "Send Reminder Now" to see a real email with actual values.
Can I preview emails before they're sent?
The template editor shows you what members will see, with placeholders indicated. For a real test, use "Send Reminder Now" to send actual emails.
Can individual members opt out of reminders?
Members can manage their email notification preferences in their account settings. However, critical notifications (like assignment changes made by officers) may still be sent to ensure members are informed.
Can I add attachments or images to reminder emails?
Currently, reminder emails are text-only. You can include links to external resources (role guides, meeting agendas, etc.) in your template.
Who gets notified when I manually reassign a role?
Depends on your notification settings. The affected member, the VP of Education, and the Toastmaster for that meeting may each receive a notification if their respective settings are enabled.