Change email categories, the reply-to address and staff text wording

The Communications tab of Settings holds three things: the kinds of email members choose from, the address replies go to, and the words of the text messages staff get about their shifts. The kinds and the reply-to address are saved together with Save communications settings; the text messages have their own Save text message wording. If this is your club's first set-up, see Set up email categories and how members choose them, which puts these in the order a club does them.

Before you start

• Changing the kinds of email and the reply-to address needs the club settings permission. The Administrator has it by default. Your club can give it to other roles on Roles & permissions.
• Text messages to staff is for the Administrator only, and cannot be given to another role.

Open Admin › > Settings and choose the Communications tab.

The kinds of email members choose from

The card What members can choose to be emailed about lists each kind with its Name and What it covers (members see this). Every message the club sends belongs to one of these, and members say yes or no to each, except essential notices, which always go out.

A club starts with Essential notices, Club news, Events and social and Competitions and coaching. See Email preferences: who chooses what for what each covers.

To change them:

1. Change a kind's Name (40 characters at most) or what it covers.
2. To add one, press Add a category and fill in its name and what it covers. A club can have eight kinds at most, essential notices included.
3. To take one away, press Remove beside it.
4. Press Save communications settings. A message says Communications settings saved.

How changes affect members' answers:

• Renaming a kind keeps everyone's answers to it.
• A new kind starts as "not asked" for everyone. Members who have answered before are not asked again when they sign in; it stays "not asked" for them until they change their preferences themselves. When you send a message of that kind, its Who step asks whether to include people never asked.
• Removing a kind takes it off the list members choose from, and their answers to it no longer count.
• Essential notices cannot be renamed or removed, and is marked Always sent. What it covers can be changed.

If something is wrong, nothing is saved and a message says why: Every category needs a name., Two categories have the same name., Keep at least one category people can choose. or No more than 8 categories.

Where replies go

Under Replies, type the address in Replies to club emails go to. When a member presses Reply on a message from the club, their reply goes there. Left empty, replies go to the address the club's emails are sent from. Press Save communications settings. The address is used on test messages and on every message sent.

The words of texts to staff