Retaining members to your membership programmes is just as important as increasing new members. Ticketsolve's expiry emails can be customised and automated so you can remind members that their benefits are expiring and encourage them to renew with a call to action link. This article will explain how to set up benefit expiry emails, the templates available and how to customise them via Ticketsolve or Mailchimp.
Expiry email templates
To begin setting up your expiry emails, you should customise the default expiry email templates in Ticketsolve.
Ticketsolve has two types of Membership expiry email templates:
- Benefit expiry warning: Sends an email prior to the Membership expiry date (customisable and set in days) with a note stating in how many days their Membership will expire and invites them to renew via an included renewal link.
- Benefit expired: Sends an email to customers when their Membership is expired and invites them to renew via an included renewal link.
Both email templates can be customised in one of two ways:
- Edit the HTML code for the default email template: Emails are very simple expiry emails with plain text and no branding.
- Edit the HTML code for designed email templates: These emails are designed to incorporate your logo and other marketing messages.
Edit default email template
Go to Settings > Email Templates
1. Search and select Benefit expired or Benefit expiry warning.
2. Edit the default HTML code as you require (see below).
Member's name - {{member.name}}
How many days until a membership expires - {{days_left}}
Link to the benefit products page on your Ticketsolve site - {{benefits_link}}
3. Click Update to save.
Ticketsolve Tip
If you're not confident editing the code above, feel free to contact the team and we'd be happy to take a look at your request, or customise our specially designed email templates; step-by-step instructions are below.
Edit Ticketsolve designed HTML email templates
To customise these designed email templates, you will need a Mailchimp account and your organisation's logo.
1. First, make sure you have Mailchimp open in a browser tab and you are logged into your account.
2. In a different browser tab, choose which email you would like to work with and click on one of the links below. This will download the template into your Mailchimp account automatically. You can then use the drag-and-drop editor in Mailchimp.
Important
These templates have an example logo and text, so will need to be amended for your own venue.
Once you have the template downloaded into your Mailchimp, you can start to make the edits to the branding so it uses your logo and one of your brand colours.
Edit the template in Mailchimp
Add Your Logo
1. Click on Edit to edit the template.
2. Click on the pencil icon where the Ticketsolve logo is.
3. Next click on Replace.
4. Upload your logo as you would any other image into Mailchimp.
5. If the logo is particularly large, scale this down with the slider so it doesn't take up too much of the screen.
6. Click Save and Close.
Add your venue details and social links
1. Scroll to the bottom of the template and you will see a text box with "Venue Name" etc. in it. Click on that box and edit the text box to show your venue's details.
2. Next, click on the social media icons, and in the boxes that will appear on the right add links to your social media sites.
3. Click Save & Close.
Add the Email Template to Ticketsolve
Once you have added your logo, address and social media, and/or changed the colours, you are ready to export the template and add it to Ticketsolve.
1. If not already done so, click on Save and Exit once your edits are complete.
2. The template will likely be at the top of your list, click on the down arrow and click export as HTML.
3. Save this to your computer somewhere easy to find (e.g. Desktop)
4. Head into Ticketsolve and click on Settings > Email Templates. Choose the template you are editing e.g. Benefit expiry warning or Benefit expired.
5. Select all the current text in the HTML tab.
6. Copy and paste it into a Notepad document and save it.
Ticketsolve Tip
We recommend to copy and paste the existing HTML code into a notepad file first to save for future reference in case you have any issues with your new HTML template.
7. Find the Mailchimp HTML file you just downloaded on your computer.
8. Right-click and click open with... and choose notepad.
9. This will open the HTML in notepad - don't worry about how it looks, this is normal!
10. Select All and copy the text from the notepad (the new Mailchimp HTML template).
11. Paste this copied text into the HTML field in Ticketsolve (Settings > Mail-Templates).
12. Click Update to save.
13. Click Send Preview to receive a copy of the new design in your inbox.
Ticketsolve Tip
The best way of testing your new email template is to carry out the action you have added an email template for, so set a test account with an expiring Benefit. Then you'll receive a real email and can see exactly what the customer will be seeing!
Expiry email settings
Once your templates are set up within Ticketsolve, you can automate the sending of emails and adjust when emails are sent. Adjusting the settings below will adjust the settings across your whole account i.e., all memberships.
Expiry reminders and automating emails
To set how much notice (in days) members are given about their expiring membership, go to:
Settings > General Settings
1. Search and select "Benefit expiry warning days".
2. Enter the number of days before expiry that a reminder email is sent.
3. To add multiple days use a comma to separate numbers. For example, "30,7" means members will receive an expiry reminder email 30 days before expiration and a week before expiration.
4. Click the Update button to save.
5. In the left column, search and select "Send benefit expiry emails".
6. Tick the box (centre top of field) to turn on the automatic sending of expiry emails. Ticking this box also automates the sending of Benefits expired emails as well
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