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Creating an Automated Monthly Statement Notification

Automated Campaigns are emails that are sent based on specific contact actions or on specific time-based schedules. They can be scheduled to send indefinitely or within a given time frame.

If you wish to schedule a Statement Notification to your membership on a monthly basis, there are a couple of Automated Campaigns that can be configured for delivery. These options include:

Monthly Statement Notification

  • Notify your members that their statement is now finalized for the month
  • Provide them a direct link to view their statement online.

Monthly Statement & Payment Notification

  • Notify your members that their statement is now finalized for the month
  • Provide them a direct link to view their statement online.
  • Advise your members they can also pay their Balance Due online.
  • Provide links to help videos for Online Payments
Please select the Automated Campaign you would like to configure from below
  • Monthly Statement Notification
  • Monthly Statement & Payment

Creating the Monthly Statement Notification Campaign

Scheduling the Monthly Statement Notification Campaign

Creating the Monthly Statement Notification Campaign

The first step in this process will be to create the email campaign that will be sent to your members each month. This will be a basic template; you are free to create a custom campaign that is to your liking. To create the campaign, you will first login to your club’s website and click on the 'Club Central' or 'Switch to Club Central link'.

Creating the Campaign

  1. Navigate to the following menu items or click on the Email Marketing tile from your dashboard:
    • Modules -> Email Marketing
  1. Select Email Campaigns on the left navigation.
  1. Click on + New Email Campaign button at the top right.
  2. Select the Smart Email Builder option from the available editors.

From here we will be choosing the template we wish to use for the campaign.

Choosing the Template

  1. Select the template 1 Column (Mobile) from the available templates on the left.
Note: Template Selection may vary as you may want a custom template to be used.
  1. Click on the Choose Template button on the bottom left.
This will bring you to the Smart Builder editor where you will be able to edit the content of the campaign.

Inserting Header/Placeholder Images

  1. Click on the Header Image to insert a desired banner.
Note: The Header Image must be 600px wide in order to fit appropriately in the Campaign message.
  1. Click on the Images from your hosted content, or upload a new image from the InserT/Edit Image window.
  1. Upload or select the image you wish to place in this area and then click Insert on bottom right.
  1. Click Update on bottom left to add the image to your campaign.
  1. Click on the Placeholder Image to insert your desired image.
Note: The PLACEHOLDER IMAGE must be 570 px wide in order to fit appropriately in the Campaign message.
  1. Select Images from your hosted content, or upload a new image.
  1. Upload the image you wish to place in this area and then click Insert on bottom right.
  1. Click Update on bottom left to add the image to your campaign.
  1. Click on the Header Style Placeholder to insert your greeting.
  1. Enter in your personal greeting message. Ex. “Dear”
  2. Then click on Select Token from the toolbar and select “First Name”
Note: This will ensure that whoever the email is sent to will automatically populate their First Name.

 
  1. Once finished, select Update Content on bottom right.
  2. Next you will click on the the Subheading style placeholder to enter in a subheading for your campaign.
Note: Entering in a Subheading is an optional for this type of campaign. You can choose to delete the subheading if need be.
  1. Enter in the desired text for the Subheading and click on the Update Content to save the changes.
    • Ex. Your Monthly Statement is now due.
  1. Once you have either deleted or updated  the Subheading, click on the Body section to edit the main content of the Campaign.
  1. Within the content are you can enter in the follow text or something similar:
    • “Payment for your Balance Due should be submitted no later than the [Enter in your desired cut-off date here] of this month to avoid any penalties. To view your Online Statement click on the 'View Statement' button below.”
    • [Recommended] Add a text or image hyperlink to your club's Online Statement module.
      • Click on the Insert/Edit Image button and select an image you would like to use.
      • Click on the Update button to insert the image.
      • Highlight the image and click on the Insert/Edit link button in the toolbar.
      • Insert the URL to your club's Online Statement Page.
Note: Upon clicking on this link, members will be forced to login to your website in order to see their Online Statement.
  1. Once you are satisfied with the content entered, select Update Content on bottom right.

 
  1. Once you are satisfied, click Next on the top right.
  1. Step 2 will bring you to the Plain Text version of the campaign where you will select Next again on the top right to proceed to Step 3.
Note: Plain text content is auto generated based on the HTML content created in Step 1. All contacts are defaulted to receive the HTML version of your campaign.

Editing Email Details

  1. Enter in an Email Campaign Name as "Monthly Statement Notification"
Note: This is not the name your members will see when they receive the email. This will only appear in the Email Campaigns section of your Email Marketing account.
  1. Enter in a Subject line that reflects what the member is receiving as this is what will appear in their inbox.
    • Ex. "Your Mystic River Club Monthly Statement is now Due.
 
 
 
  1. Select Save Draft on top right.

The email campaign is now completed and will be in Draft mode.

Scheduling the Monthly Statement Notification Campaign

Selecting Recipients

Once you have completed the draft of the campaign, you can move ahead with adding the recipients this campaign will be delivered to.

  1. From the Scheduling & Send dashboard of the campaign you just created, click on the Select Recipients button.
  1. From the Select Recipients window, select the 'All Contacts' radio button. 
Note: Alternate Segments can be chosen if you wish to send to a select group of contacts.
  1. Once you have chosen the desired recipients, click on the Select button on the bottom right.

Preview & Test

Once you have selected the recipients, you are now ready to preview and send a test of the campaign. This will ensure that the campaign will be delivered as desired and identify any potential issues.

  1. From the Scheduling & Send dashboard, click on the Preview & Test button on the bottom left.
  1. Click on the Mobile button at the top left to view the campaign on a mobile device.
  1. Once you're satisfied that the campaign displaying correctly on both Desktop and Mobile, click on the Send Quick Test button on the bottom left.
  1. From the Send Quick Test window, enter in the email address you wish to send a test copy of the campaign to.
  1. [Optional] Click on the 'Add instructions or a personal message' if you wish communicate certain instructions to the recipients.
  1. When all recipients have been added, click on the Check Email button, to check your campaign for any of the following:
    1. Hyperlinks are valid.
    2. Content for potential text flagged as SPAM.
    3. Delivery can be completed.
    4. Recipient emails entered are valid.
  1. If there are no issues identified, click on the Cancel button to exit the Checklist and click on the Send Test button to send the campaign to the recipients you have specified.

Scheduling & Sending

Once you have confirmed that the campaign is configured as desired, you can now schedule the campaign to be sent.

  1. Navigate to the Email Campaigns dashboard and click on campaign you designed for the Monthly Statement Notification.
  2. Click on the Schedule & Send button.
  1. Select the Recurring Schedule option under Schedule.
  1. From the Recurring Schedule drop down, select the Monthly value.
  2. Next to the Start Sending option, select 'On this date and time'.
  3. Set the date you would like to have the campaign delivered to your membership.
Note: The date selected for delivery, should match or occur after the date that was sent for the Online Statements Statement Rollover. For more information on where this option is located click on this link.
  1. Leave the Stop sending at 'Never'
  2. Once you are satisfied with the options selected, click on the Schedule & Send button at the bottom.
The Monthly Statement Notification Campaign has now been scheduled to be sent Monthly to your members on the date specified.

Creating the Statement and Payment Notification Campaign

Scheduling the Statement and Payment Notification Campaign

Creating the Statement and Payment Notification Campaign

For our next step we will create the email campaign that will be sent to your members once they make a dues payment. This will be a basic template; you are free to create a custom campaign that is to your liking. To create the campaign, first login to your club’s website.

Creating the Campaign

  1. Navigate to the following menu items:
    • Switch to Club Central -> Email Marketing
  1. Select Email Campaigns on the left navigation.
  2. Click on + New Email Campaign -> Select Smart Email Builder.

Choosing the Template

Depending on the Payment Options you are providing your members, you can choose a different layout for your template. This will allow your club to not only provide direct links to view their statement online but provide helpful tools for your members to setup their payment accounts.

1 Column Template




1-2 Column Template




 

1-3 Column Template





 

 

Ex. If your club was to offer ACH and Credit Card payments or ACH and Recurring payments, we would recommend using the 1-2 Column template for your Automated Campaign.

 

  1. Select the Template 1:3 Column (Mobile) from the available templates on the left.
Note: You may choose to select one of the other templates listed above depending on the options you will be providing.
  1. Click on the Choose Template button on the bottom left to begin editing the template.

Inserting Header/Placeholder Images

  1. Click on the Header Image to insert a desired banner.
Note: The Header Image must be 600px wide in order to fit appropriately in the campaign.
  1. Click on the Images from your hosted content, or upload a new image from the Insert/Edit Image window.
  1. Click on the Upload Files or select the image you wish to place in this area and then click Insert on bottom right.
  1. Click on the Update button on the bottom left of the Insert/Edit Image window to update the Header Image of your campaign
  1. Click on the Placeholder Image to insert your desired Image
Note: The Placeholder Image must be 570px wide in order to fit appropriately in the campaign.
  1. Click on the Images from your hosted content, or upload a new image from the Insert/Edit Image window.
  1. Click on the Upload Files or select the image you wish to place in this area and then click Insert on bottom right.
  1. Click on the Update button on the bottom left of the Insert/Edit Image window to update the Placeholder Image of your campaign
  1. Click on the Column 1 Placeholder Image to insert the desired image.
  1. Click on the Images from your hosted content, or upload a new image from the Inser/Edit Image window.
  1. Click on the Upload Files or select the image you wish to place in this area and then click Insert on bottom right.
  1. Click on the Update button on the bottom left of the Insert/Edit Image window to update the Header Image of your campaign
  1. Repeat steps 4 - 7 for the additional two columns.

Update Text Area Content

Once you have updated the Header and Placeholder Images, you can now update the text area content within the campaign.

  1. Click on the Headline style placeholder to insert your greeting.
  1. Enter in your personal greeting message.
    • Ex. "Dear"
  1. Then click on Select Token from the toolbar and select “First Name” from the drop-down option.
Note: It is part of the Email Marketing best practices to personalize an email campaign to the recipient it is being sent to.
  1. Once you have entered in the desired text, select Update Content on bottom right.
  2. [Optional] Next you will click on the the Subheading style placeholder to enter in a subheading for your campaign.
​
  1. Update the Content with an appropriate subject.
    • Ex. Your Monthly Statement is now Due.
  1. Once you are satisfied with the content entered, click on the Update Content button at the bottom.
  2. Once you have updated the Subheading, click on the Body section to edit the main content of the campaign.
  1. Enter in the appropriate text you would like to have appear in the content
    • Ex. You're [Insert Club Name] Monthly Statement is now ready. Your Balance Due should be submitted by the [Insert Date] of this month to avoid any penalties. Click on the View Statement button below to review.
  2. Click on the insert image icon to insert an image to use a button.
  3. Highlight the image and click on the insert edit link button.
  4. Insert the URL to your Clubhouse Online website's Online Statements page.
    • Ex. https://mysticriver.club/statements.aspx
  1. Once you are satisfied with the content entered, select Update Content on bottom right.

Next you will be editing the Column 1 content areas.

  1. Click on the Column 1 Header text area to enter in the content.
​
  1. Enter in the appropriate text you would like to have appear in the header of column 1.
    • Ex. Want to make Payments Online via your bank account?
  1. Once you are satisfied with the content entered, select Update Content on bottom right.
  2. Click on the Column 1 Body text area to enter in the content.
  1. Enter in the appropriate text you would like to have appear in the body of column 1.
    • Ex. Payments can now be submitted online via your bank account at your convenience.
  2. Click on the insert image icon to insert an image to use a button.
  3. Highlight the image and click on the insert edit link button.
  1. Once you are satisfied with the content entered, select Update Content on bottom right.

Next you will be editing the Column 2 content areas

  1. Click on the Column 2 Header text area to enter in the content.
  1. Enter in the appropriate text you would like to have appear in the header of column 2.
    • Ex. Want to make Payments Online via your credit card?
 
  1. Once you are satisfied with the content entered, select Update Content on bottom right.
  2. Click on the Column 2 Body text area to enter in the content.
  1. Enter in the appropriate text you would like to have appear in the body of column 2.
    • Ex. Payments can now be submitted online via your credit card at your convenience. Click on the Learn More button below for information how.
  2. Click on the insert image icon to insert an image to use a button.
  3. Highlight the image and click on the insert edit link button.
  1. Once you are satisfied with the content entered, select Update Content on bottom right.

Next you will be editing the Column 3 content areas

  1. Click on the Column 3 Header text area to enter in the content.
    1. Enter in the appropriate text you would like to have appear in the header of column 3.
      • Ex. Want to setup Recurring Payments online for your monthly statement?

    1. Once you are satisfied with the content entered, select Update Content on bottom right.
  2. Click on the Column 3 Body text area to enter in the content.
    1. Enter in the appropriate text you would like to have appear in the body of column 3.
      • Ex. Payments can now be submitted online via your credit cards at your convenience.
    2. Click on the insert image icon to insert an image to use a button.
    3. Highlight the image and click on the insert edit link button.
  1. Once you are satisfied with the content entered, select Update Content on bottom right.

​Once you have completed all the content areas, click on the Next button to continue. This will bring you to the Plain Text version of your campaign where you will click the Next button again to proceed.

Editing Email Details

Now that you have entered and confirmed all of the content for the campaign, you will be able to complete step 3 of 3 which is the Email Details section.
  1. Click into the text box next to the Email campaign name and enter in the desired name of the campaign.
    • Ex. Monthly Statement and Payment Notification
  2. Click on the green check mark to confirm the update.
Note: This name will only appear in the Email Campaigns section of your Email Marketing account.
  1. Click into the text box next to Subject and enter in the desired subject line for the campaign.
Note: This is the subject line that your membership will see when the campaign is delivered to their inbox.
  1. [Optional] Click into the text box next to the Preheader and enter in the desired preheader line for the campaign.

Once you are satisfied with the options selected click on the Save Draft button at the top right.

Scheduling the Statement and Payment Notification Campaign

Selecting Recipients

Once you have completed the draft of the campaign, you can move ahead with adding the recipients this campaign will be delivered to.

  1. From the Scheduling & Send dashboard of the campaign you just created, click on the Select Recipients button.
  1. To send this campaign to all subscribed contacts, leave the radio button next to 'All Contacts' selected.
Note: Alternate Segements can be chosen if you wish to send to a select group of contacts.
  1. Once you have chosen the desired recipients, click on the Select button on the bottom right.

Preview & Test

Once you have selected the recipients, you are now ready to preview and send a test of the campaign. This will ensure that the campaign will be delivered as desired and identify any potential issues.

  1. From the Scheduling & Send dashboard, click on the Preview & Test button on the bottom left.
  1. Click on the Mobile button at the top left to view the campaign on a mobile device.
  1. Once you're satisfied that the campaign displaying correctly, click on the Send Quick Test button on the bottom left.
  1. From the Send Quick Test window, enter in the email address you wish to send a test copy of the campaign to.
  1. [Optional] Click on the 'Add instructions or a personal message' if you wish communicate certain instructions to the recipients.
  1. When all recipients have been added, click on the Check Email button, to check your campaign for any of the following:
    1. Hyperlinks are valid.
    2. Content for potential text flagged as SPAM.
    3. Delivery can be completed.
    4. Recipient emails entered are valid.
  1. If there are no issues identified, click on the Send Test button to send the campaign to the recipients you specified.

Scheduling & Sending

Once you have confirmed that the campaign is configured as desired, you can now schedule the campaign to be sent.

  1. Navigate to the Email Campaigns dashboard and click on campaign you designed for the Monthly Statement and Payment Notification.
  2. Click on the Schedule & Send button.
  1. Select the Recurring Schedule option under Schedule.
  1. From the Recurring Schedule drop down, select the Monthly value.
  2. Next to the Start Sending option, select 'On this date and time'.
  3. Set the date you would like to have the campaign delivered to your membership.
Note: The date selected for delivery, should match or occur after the date that was sent for the Online Statements Statement Rollover. For more information on where this option is located click here.
  1. Leave the Stop sending at 'Never'
  2. Once you are satisfied with the options selected, click on the Schedule & Send button at the bottom.
The Monthly Statement & Payment Notification Campaign has now been scheduled to be sent Monthly to your members on the date specified.

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