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Determining Who Receives System and Contact Form Emails

In a previous Article: Assigning Roles to Board Members, we discussed how to give Board Members access to specific areas of your website. Now let’s discuss what the rest of that 🎩 Assign Roles to Board Members page does… the Communications and Contact Form settings.

The second “column”, when checked, does two things.

  1. It determines to whom the System sends emails. For instance, when a member makes a Facilities reservation, the system will automatically send an email to the person who is selected to receive the Clubhouse/Facilities emails. 
  2. It will also populate the dropdown list on the Member Contact form.

The third “column”, when checked, will populate the dropdown list on the non-member Contact form, and determines to whom the system emails when a non-member chooses that role to contact.  HINT: We recommend only the Membership, and maybe one or two other roles have this column checked. Think about who you’d like non-members to contact. Definitely not the Treasurer! 


Default Board Roles

In the example below, let’s simplify so our site has only three board members, President, Treasurer and Membership.

pooldues board roles example

With these settings here’s what the Member and Non-Member Contact Forms would look like:

pooldues-contact-form-member
Member Contact Form
pooldues-contact-form-non-member
Non-Member Contact Form

NOTE: If none of your Board Members have that third column checked, Non-Members will not be able to contact anyone on your board. We recommend at least one person (usually Membership) has that third column checked. The alternative is the General Inquiry option discussed below.


General Inquiry 🚧

While we do recommend setting someone on your board to receive General Inquiry emails, it is not required. However, if you would like to include a General Inquiry option for both Members and Non-members, choose the Board Member(s) you would like to include on those, and look for the Receives General Inquiries section. Check the box for anyone who needs to receive them.

pooldues-contact-general-inquiry

Checking too many Boxes

What you will want to avoid is having multiple Board Members with the same 2nd and/or 3rd columns checked. For instance, if the President’s whole second column is checked, they will get copied on EVERY email that gets sent from the Contact Form, and that Dropdown will include options to contact EVERY Role. It’s confusing for Members and it’s confusing for your President. We recommend customizing that Assign Roles to Board Members page to suit your club’s needs. Consider the scenario when a member contacts Social for instance. Should the Social Director write back or should the President? If you have multiple people manning, say, the Swim Team role, then it’s fine to check that 2nd (and/or 3rd) column for two or more people as long as those board members are in contact with each other and there’s no confusion.


Custom Board Roles

Communications preferences for Custom Board Roles are set differently. More about that can be found here.


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