Renewal Reminders and Notifications

Use Reminders/Notifications to edit the five renewal email templates that Clubistry sends during the dues cycle. Configure the message content here, configure reminder timing on Membership Types, and use Members when you need to send one of these messages manually.

Who can use these tools?

The Reminders/Notifications resource appears under Membership Tools.
This area is intended for Administrators and Super Admins.
Reminder timing is managed separately on Membership Types.
Email delivery results can be reviewed in Logs.

Where this workflow lives

Use Reminders/Notifications to edit the subject, body, display order, and active/inactive status for renewal messages.
Use Membership Types to set when due-date reminders and end-of-grace-period reminders should be sent.
Use Members when you need to manually send one of the active renewal notifications to selected members.
Use Logs to confirm whether reminder emails were sent successfully.
For help finding action menus and bulk action dropdowns, see Actions.

The five renewal email types

Start of Renewal Notification is sent when a non-zero renewal is generated and the member enters the unpaid renewal period.
Renewal Due Date Reminder is sent on the reminder dates configured on the member's membership type while the renewal is still unpaid.
Start of Grace Period Notification is sent when an unpaid renewal becomes late.
End of Grace Period Reminder is sent on the reminder dates configured on the member's membership type while the renewal is still late.
Membership Lapsed Notification is sent when the grace period ends and the membership lapses.
Zero-dollar renewals do not use these reminder emails. They are auto-paid and send a payment confirmation email instead.

Fields in each reminder record

Name chooses one of the five standard renewal notification types.
Subject is the email subject line and supports tokens.
Body is a plain text message area and supports tokens.
Active controls whether that reminder can be sent by the live workflow.

What Clubistry adds automatically to the sent email

Clubistry inserts your subject and body into a standard renewal email layout.
Line breaks in the Body field are preserved in the sent email.
HTML is not rendered from the Body field, so write the message as normal text.
The sent email includes a Login to Your Account button that links to the member dashboard.
The footer uses your club name and the site's Default Contact Email.

Available tokens

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

Token	What it inserts
`{first_name}`	Member first name
`{last_name}`	Member last name
`{display_name}`	Member display name
`{email}`	Member email address
`{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 for the member's membership type

Configuring reminder timing on Membership Types

Renewal Period - Days Before Due Date determines when the renewal window begins.
Grace Period - Days After Due Date determines when the grace period ends.
Due Date Reminders lets you add one or more reminder offsets in days before the due date.
End Of Grace Period Reminders lets you add one or more reminder offsets in days before the grace period ends.
The email content does not live on the membership type. The membership type only controls the dates when reminder emails are triggered.

Sending a test reminder to yourself

Open Membership Tools > Reminders/Notifications.
Select one or more reminder records.
Open the Actions dropdown and run Send Reminder Test Notification.
Clubistry sends the test email to the email address on the account you are currently logged in with.
Review Logs if you want to confirm the send result.

Notes:

The logged-in account must have a membership type assigned or the test will fail.
The logged-in account must have Receive Electronic Communications checked or the test will not send.
The test action ignores whether the reminder is active or inactive.

Sending a renewal notification manually to members

Go to Members.
Select one or more member accounts and use the bulk Actions dropdown, or open a member detail page and use the top-right Actions menu.
Run Send Email Notification.
Choose the active reminder type you want to send.
Submit the action and review Logs if needed.

Notes:

The manual send action only uses reminders that are currently active.
Member accounts with Membership Status set to lapsed are skipped.
Member accounts without a membership type are skipped.
Member accounts that have not opted in to Receive Electronic Communications will not receive the email.

Important cautions

Reminder content is shared across membership types. Reminder timing is configured separately on each membership type.
If you deactivate a reminder, the automatic workflow will stop sending that reminder type until it is active again.
If you run a test send on an inactive reminder, the test can still succeed even though the live workflow will not use that reminder.
For reliable behavior, keep one clear reminder record per notification type instead of creating duplicates for the same type.
Check Logs when troubleshooting delivery instead of assuming the email was sent.