Your first email to Members
Suggested information to provide your members when introducing their new Booking Service.
Details vary depending on your configuration. Everything below is optional and you will want to add your own information regarding dates and the process of making bookings – payment, approvals, rules etc.
This will likely be the first time that you use the Bulk Email facility, so here are some hints on how to do that. When you create a new email, it can send to every entry in your member database that has an email address. For your first email you generally want to filter by Member Class at least, choosing those Classes which can login.
The bulk emails all act like a mail-merge, with the data coming from two sources:
- Configuration Items -> a token surrounded by # characters, e.g. #SITENAME#
The value of the token is the name of any Configuration Item. A selection of the most commonly used items are included in the Tokens drop-down above the editing area, but any Configuration Item can be included.
- Data from the member record. These tokens are surrounded by % characters, e.g. %MEMBERNUMBER%. An exhaustive list of these tokens are included in the Tokens drop-down.
The easiest way to insert a token is to select from the list, then click on 
You might start the email with:
Dear %MEMBERFIRSTNAME% %MEMBERSURNAME%,
The address of your new Booking Service is click here.
If you turn on passwords for member logins, explanation of how to obtain a password:
At the bottom of the login screen is a link to request a new password. You will need to enter your Member Number: %MEMBERNUMBER% and your email address. An email with a single-use code is sent to you. If you request this email more than once, only the latest email will work. Click on the link in the email and enter your new password twice (leave the “One Time Password” field as is).
-or-
Login using your Member Number %MEMBERNUMBER% and your surname.
Please login and check your personal details are correct. Use the menu to navigate to Manage Account → View my Details and update your email address, mobile phone number etc. Please note your member class is: %MEMBERCLASS%.
Only financial members are entitled to make bookings. If you are in arrears with your subscriptions, you can pay your outstanding balance online and will become financial instantly (if payment is made online), navigate to Manage Account → Pay Outstanding Balance. This page has all instructions for making payments.
You may want to include instructions regarding family members:
Please send details of family members, by replying to this email address. We need date of birth, name and gender for each child, and name & gender of spouse.
If you need help, contact #BOOKING_MANAGER_NAME# our Booking Officer: #CONTACT_TELEPHONE_NUMBER# or #ADMIN_EMAIL_ADDRESS#.
Making Bookings
Make your booking by selecting first night and last night (not checkout date), select a room or rooms, then click Next Step.
On the next screen enter names of people who are staying. It is important to wait for the suggestions as you type, and select from the list to ensure a correct match.
-or- for clubs that use book-by-bed (matrix is a single row):
Make your booking by selecting first night and last night (not checkout date), then enter names of people who are staying. It is important to wait for the suggestions as you type, and select from the list to ensure a correct match.
Our preferred method of payment is via credit or debit card using our eWay gateway system. Using eWay provides our members with instant payment of membership subscriptions and accommodation bookings.