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Marketing Emails for Your Club Website

Automatically follow up with visitors who discover your club through your OurClub.site website or scan your QR code at a meeting, turning interest into attendance.

Before You Begin

  • Your club must have an OurClub.site website set up and active. If you haven't created one yet, see Set Up Your Website.
  • Marketing emails are configured by club officers. See Marketing Emails and QR Codes for the officer setup guide.
  • Your club must have an active subscription on The Club Schedule.

How Marketing Emails Work

When a visitor fills out the contact form on your OurClub.site website or scans your QR code at a meeting, they automatically enter a marketing email sequence. The system sends a series of timed emails designed to encourage them to attend your club.

There are two separate sequences:

Sequence How It Starts Purpose
Website Form Visitor fills out the "Visit Us" form on your OurClub.site page Welcome the visitor and encourage a first visit
QR Code Visitor scans your printed QR code at a meeting Follow up after they attended in person

Each sequence sends emails automatically based on your club's meeting schedule. Officers set it up once and it runs on its own.

The Email Sequence

Website Form Sequence

When someone submits the contact form on your website:

  1. Immediate welcome email -- Sent right away, thanking them for their interest and sharing your meeting details (day, time, location).
  2. Follow-up emails -- Additional emails are sent around your upcoming meeting dates, timed to remind the visitor before the meeting or follow up after.

QR Code Sequence

When someone scans the QR code at your meeting:

  1. Immediate thank-you email -- Sent right after they submit their information, thanking them for visiting.
  2. Follow-up emails -- Timed around your next meetings to encourage return visits.

Some emails in the QR sequence are only sent if the visitor actually attended a meeting (confirmed by their QR scan).

Email Timing

Emails are timed around your club's scheduled meeting dates:

  • Before meeting -- Sent a set number of hours before a meeting starts, to remind the visitor.
  • After meeting -- Sent a set number of hours after a meeting starts, for follow-up.
  • Immediate -- Sent as soon as the visitor submits the form or scans the QR code.

The system automatically calculates send times based on your club's meeting day, meeting time, and timezone.

What Visitors Receive

Each marketing email includes:

  • The visitor's first name (personalized greeting)
  • Your club's name, meeting day, time, and location
  • Your club's custom message (if you set one up)
  • Your next meeting date
  • A link to your OurClub.site website
  • Your Zoom link (if your club has one and hasn't hidden it)
  • An unsubscribe link at the bottom of every email (required by CAN-SPAM law)

Emails are sent from The Club Schedule platform, with the Reply-To address set to the officer you designate in marketing settings (or your VP Membership by default). This means when a visitor replies to a marketing email, the reply goes to a real person at your club.

QR Code Check-In

The QR code feature lets you capture visitor contact information at in-person meetings.

How It Works

  1. An officer enables QR Code Check-In in Marketing Settings.
  2. Download and print the QR code.
  3. Display it at your meeting (welcome table, sign-in area, handout).
  4. When a visitor scans the code, they are taken to your OurClub.site visitor form with a special ?src=qr tag.
  5. After submitting the form, they enter the QR email sequence and are added to your visitor list.

Printing Tips

  • Print the QR code at least 2 inches square so phones can scan it easily.
  • Include a short instruction like "Scan to check in as a guest."
  • Laminate the printout for reuse at multiple meetings.
  • Place it where guests naturally check in -- the welcome table, near the sign-in sheet, or on a table tent.

Visitor Tracking Integration

Marketing emails work hand-in-hand with your visitor tracking system:

  • When a visitor submits a form (website or QR), they are automatically added to your visitor list in The Club Schedule.
  • Officers are notified of new visitor submissions (if notifications are enabled).
  • As a visitor progresses through statuses (New > Contacted > Visited > Joined), the marketing sequence continues.
  • The marketing sequence automatically stops if the visitor:
    • Joins your club (status changed to "Joined")
    • Unsubscribes from emails
    • Is marked as Lost (no longer interested)
  • Each visitor has a funnel entry that tracks which emails have been sent and when.

Unsubscribing

Every marketing email includes an unsubscribe link at the bottom. When a visitor clicks it:

  • They are immediately unsubscribed from all future marketing emails.
  • Their visitor status is updated to "Unsubscribed."
  • The marketing funnel is deactivated for that visitor.
  • Email clients like Gmail and Yahoo also support one-click unsubscribe through email headers.

Unsubscribe links do not expire and do not require the visitor to log in.

Tips

  • Enable both sequences. Use the website form sequence for online visitors and the QR code sequence for in-person guests. Together, they cover both channels.
  • Set a custom club message. Add details about parking, what to expect as a first-time visitor, or a personal welcome from your club president. This message appears in all marketing emails.
  • Choose the right reply-to officer. Pick someone who actively monitors their email and will respond warmly to visitor questions.
  • Check your visitor list regularly. Marketing emails nurture interest, but personal follow-up from a real officer makes the biggest difference.
  • Keep your club info current. Marketing emails pull your meeting day, time, location, and Zoom link from your club settings. If any of these change, update them in Club Settings so emails stay accurate.

Troubleshooting

Visitors aren't receiving marketing emails

  • Check that Enable Marketing Emails is toggled on in Marketing Settings.
  • Verify the visitor's email address in the visitor list.
  • Ask the visitor to check their spam/junk folder.
  • Your club subscription must be active. Marketing emails are not sent when the subscription is lapsed.

The QR code isn't working

  • Make sure Enable QR Code Check-In is toggled on in Marketing Settings.
  • Test the QR code with your own phone camera to verify it opens the correct page.
  • Download a fresh copy of the QR code if the current one seems damaged or outdated.

A visitor unsubscribed but I want to re-add them

  • Visitors who unsubscribe cannot be re-enrolled in the marketing funnel. Respect their choice. You can still follow up personally if appropriate.

Emails show wrong meeting information

  • Marketing emails use your club's meeting day, time, timezone, and address from Club Settings. Update those settings if they have changed.

I don't see the Marketing option

  • Your club must have an OurClub.site website set up first. Go to Set Up Your Website to create one.
  • The marketing feature must be enabled for your account.