The Club System / Member Inbox

ONE-TO-ONE WITH MEMBERS

Member Inbox

Emails and SMS automatically matched to a member, tracked to completion centrally with tags, folders and status flags.

Book a walkthrough ↗Watch it run ↓

The club keeps its own mailbox and address.

An email from a member open in the Inbox, with a reply being written. An invented club
An email from a member open in the Inbox, with a reply being written. An invented club.
The same Inbox on a phone
The same Inbox on a phone.

The real Inbox and member pages, driven by a script. An invented club and members; the email and the text stay in this page.

The Member Inbox at work

Replying to an email on a phone
Replying to an email on a phone.

Answered from anywhere

James Okafor asks to change his Pilates class, and gets a reply from the club.

Actions, with Mark done
Actions, with Mark done.

Tracked until it is done

The office can see what is finished and what is still waiting.

The email, opened from his member page
The email, opened from his member page.

Kept with the member

The next person to help James can see what was said.

ONE PLACE

Emails and SMS from members in one place

Automatically associated with its members, so nobody is checking a shared mailbox and someone’s phone.

  • The whole office sees the same list.Whoever is on today can pick up where the last person stopped.
  • Members write however suits them.Email or text, it reaches the same place.
  • You can see what is waiting.The menu shows how many messages are still to answer.
Emails and texts in one list, with a text open and a reply being written. An invented club
Emails and texts in one list, with a text open and a reply being written. An invented club.
Answering a text on a phone
Answering a text on a phone.
  • Families included.A shared family address shows everyone it could be about.
  • Everything from one person.Search a name and see all their conversations.
  • Suspicious emails stand out.A request to change bank details that looks wrong comes with a warning.

MATCHED TO THE MEMBER

Who it is from, before you open it

Every message from a member shows their name and member number, so you know who you are helping.

The same people, on a phone
The same people, on a phone.
An email from a household’s shared address, with the people it is about open. An invented club
An email from a household’s shared address, with the people it is about open. An invented club.
An email asking to change bank details, with a warning. An invented club
An email asking to change bank details, with a warning. An invented club.
The warning on a phone
The warning on a phone.

TRACKED TO COMPLETION

Reply from the club, and mark it done

Everyone on the list sees what has been answered, so nothing is answered twice.

  • Members hear from the club.Replies come from the club’s address, not someone’s personal one.
  • A text gets a text back.Answer in the way the member wrote.
  • Nothing slips away.Done leaves the list, and if the member writes again it comes back.
A conversation marked done: it has left the list, with Undo offered. An invented club
A conversation marked done: it has left the list, with Undo offered. An invented club.
Marked done on a phone
Marked done on a phone.
  • The whole story in one place.Emails and texts together, before you answer.
  • Private to those you choose.Only the people the club chooses can read a member’s messages.

ON THE MEMBER’S RECORD

Every message on the member’s page

What members have said to the club stays with the club, not in one person’s mailbox. A new committee sees the same history.

The same tab on a phone
The same tab on a phone.
A member’s Messages tab: emails and texts, one row a conversation. An invented club
A member’s Messages tab: emails and texts, one row a conversation. An invented club.

KEEPING IT TIDY

Folders, tags and status

The list stays in order, and the next volunteer can pick it up straight away.

  • Organised the way your club works.Your own folders and coloured tags.
  • Always clear what is left to do.Each conversation shows where it is up to.
Conversations being filed, with folders and tags beside them. An invented club
Conversations being filed, with folders and tags beside them. An invented club.
Filtering by tag on a phone
Filtering by tag on a phone.

BOOK A WALKTHROUGH

Get a personalised walkthrough and demo

Book a walkthrough and bring the jobs that take your office the longest.

Book a walkthrough ↗Thirty minutes with Adam, who built it, on a made-up club.
  • Safe to open.Scripts in an email never run, and outside pictures wait until someone asks.
  • Kept as long as it is useful.A current member’s messages stay. A former member’s go seven years after they leave, unless the club keeps them.
  • Stays within your chosen data location.Except text messages: see the Trust Centre.

PRIVACY

Who can read it, and how long it is kept

Only the people named on an inbox read its mail, Administrators included.

An outside picture waiting to be asked for
An outside picture waiting to be asked for.
Choosing who reads an inbox: only the people ticked can. An invented club
Choosing who reads an inbox: only the people ticked can. An invented club.

THE REST OF THE CLUB

How it works with the rest of the club

The inbox uses the same member records as everything else in Sports Club OS, so nobody keeps a second list.

  • Replies to the club’s texts arrive here.Each follows the text it answers, so the reply makes sense.
  • Opt-outs look after themselves.STOP and START are handled for you, and stay out of the list.

See Bulk Communications ↗

A member’s reply, following the text the club sent to a group. An invented club
A member’s reply, following the text the club sent to a group. An invented club.
The same conversation on a phone
The same conversation on a phone.

QUESTIONS

Questions about the Member Inbox

Everything it does, with every role and setting, is on Everything about the Member Inbox. Step-by-step instructions are in the Help centre: Read and answer members’ messages.

Do we have to change our email?

No. The club keeps its mailbox and its address.

Does it bring in our old emails?

No. Only new mail, from the day it is set up.

Can we assign a message to one person?

No. Everyone on an inbox sees everything, and anyone can answer and mark it done.

Can we attach a file to a reply?

No. Attachments that arrive are kept and can be opened, but replies cannot carry one.

Can members see their messages in the portal?

No. Their messages are seen by the people on an inbox and by whoever the club allows.

Can we text members in New Zealand?

Not yet. Texts go to Australian mobiles only. Emails go anywhere.

Who pays for texts?

The club. Texts charged at standard rate, and an Administrator sets a monthly limit.

BOOK A WALKTHROUGH

Get a personalised walkthrough and demo

Book a walkthrough and bring the jobs that take your office the longest.

Book a walkthrough ↗Thirty minutes with Adam, who built it, on a made-up club.