Renewal Reminders and Notifications

Reminders/Notifications is where you edit the five renewal email templates that Clubistry sends during the dues cycle. You configure the message content here, set reminder timing on Membership Types, and use Members when you need to send a reminder manually.

Who can use this area

This page is under Membership Tools and is available to Administrators. Reminder timing is managed separately on Membership Types. Delivery results can be reviewed in Logs.

The five renewal emails

Email	When it's sent
Start of Renewal Notification	When a non-zero renewal is created and the member enters the unpaid period
Renewal Due Date Reminder	On reminder dates configured on the membership type, while still unpaid
Start of Grace Period Notification	When an unpaid renewal becomes late
End of Grace Period Reminder	On reminder dates configured on the membership type, while still late
Membership Lapsed Notification	When the grace period ends and the membership lapses

Zero-dollar renewals don't use these emails — they're auto-paid and send a payment confirmation instead.

Editing a reminder

Each reminder record has:

Name — The notification type (one of the five above)
Subject — Email subject line (supports tokens)
Body — Plain text message (supports tokens). Line breaks are preserved. HTML is not rendered.
Active — Whether this reminder is used by the automatic workflow

Clubistry wraps your subject and body in a standard renewal email layout that includes a Login to Your Account button linking to the Member Dashboard, plus a footer with your club name and default contact email.

Available tokens

Use these in the subject or body to insert member-specific information:

Token	Inserts
`{first_name}`	Member first name
`{last_name}`	Member last name
`{display_name}`	Member display name
`{email}`	Member email
`{club}`	Full club name
`{member_type}`	Membership type name
`{renewal_start_date}`	Renewal period start date
`{renewal_end_date}`	Renewal due date
`{grace_period_end_date}`	Grace period end date
`{late_fee}`	Late fee amount

Configuring reminder timing

Timing is set on each Membership Type, not here:

Due Date Reminders — Add one or more offsets in days before the due date
End of Grace Period Reminders — Add one or more offsets in days before the grace period ends

Testing a reminder

Open Reminders/Notifications.
Select one or more reminder records.
Run Send Reminder Test Notification from the Actions [] dropdown.
Clubistry sends the test to your own email address.

The test requires that your account has a membership type assigned and Receive Electronic Communications checked. The test ignores whether the reminder is active or inactive.

Sending a reminder manually to members

Go to Members.
Select members and run Send Email Notification from the Actions dropdown.
Choose the active reminder type to send.

Manual sends only use active reminders. Lapsed members, members without a membership type, and members who haven't opted in to electronic communications are skipped.

Important cautions

Reminder content is shared across all membership types. Timing is configured separately per type.
Deactivating a reminder stops the automatic workflow from sending it.
A test send can succeed on an inactive reminder even though the live workflow won't use it.
Keep one record per notification type — don't create duplicates.
Check Logs when troubleshooting delivery.