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Version 2.1 by Isaac Mejia on 2026/04/30 14:41
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1 = Sending Bulk Messages from the Contract Report =
2
3 **Applies to:** Member Manager\\
4 **Audience:** Club staff, owners, managers\\
5 **Last updated:** 2026-04-29
6
7 ----
8
9 == Overview ==
10
11 Member Manager lets you send bulk emails and text messages to members directly from the Contract Report. This is useful when you want to message a specific contract group — for example, all members on a Frozen contract, all members in a specific program, or all members with contracts ending this month.
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13 The feature uses the same email and SMS infrastructure as the Members tab, so opt-out preferences, communication settings, and personalization tokens all behave the same way.
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16
17 == Before You Start ==
18
19 Make sure your members have:
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21 * Email addresses on file with the TCPA email opt-in checked (for emails)
22 * Mobile phone numbers on file with the TCPA text opt-in checked (for texts)
23 * Reminders preference set to a value that allows the channel you're sending on:
24 ** **Nothing** → receives neither email nor text
25 ** **Email Only** → receives email only
26 ** **Text Only** → receives text only
27 ** **Both** → receives both
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29 Members who don't meet these requirements will be filtered out automatically and excluded from the send. The recipient count shown before send already reflects this filtering.
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32
33 == Step-by-Step ==
34
35 === 1. Run a Contract Report Query ===
36
37 Navigate to **Reports → Contract Report**. Set your filters (status, program, location, contract dates, etc.) and run the query.
38
39 === 2. Switch to the Detail View ===
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41 The bulk messaging buttons only appear on the **Detail** view, not the Summary view.
42
43 {{info}}
44 If you ran the query on Summary and then switched to Detail, re-run the query on Detail before clicking the messaging buttons.
45 {{/info}}
46
47 === 3. Choose Your Action ===
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49 Four buttons appear at the top of the report:
50
51 |=Button|=What It Does|
52 |**Email All Found**|Sends an email to every member in the current result set|
53 |**Email Selected**|Sends an email to only the members you've checked in the table|
54 |**Text All Found**|Sends a text to every member in the current result set|
55 |**Text Selected**|Sends a text to only the members you've checked in the table|
56
57 {{info}}
58 If a member has multiple contracts that match your query, they will only receive one message — the system deduplicates by member ID before sending.
59 {{/info}}
60
61 === 4. Compose Your Message ===
62
63 **For emails:**
64
65 * (Optional) Pick an existing template from the dropdown to pre-fill the subject and body.
66 * Enter a subject line.
67 * Edit the body in the rich text editor. You can use bold, italics, lists, links, and images the same way you would when emailing from a member profile.
68 * Use personalization tokens to customize each message:
69 ** **#FIRST NAME#** — member's first name
70 ** **#LAST NAME#** — member's last name
71 ** **#LOGIN#** — member's portal login
72
73 **For texts:**
74
75 * Enter your message as plain text.
76 * A character counter shows you how long the message is. Stay under 160 characters for a single SMS segment — longer messages will be sent as multiple segments and may cost more.
77 * Personalization tokens (#FIRST NAME#, etc.) work in texts too.
78
79 === 5. Preview the Recipient Count ===
80
81 The dialog shows you how many members will actually receive the message after TCPA and reminders filtering is applied. This is your final send count — use it to sanity-check the audience size before you click Send.
82
83 === 6. Send ===
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85 Click **Send**. The message dispatches through MSI's normal email (SendGrid) and SMS (Mobiery) infrastructure. You'll see a confirmation when the send is complete, including the final recipient count.
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87 ----
88
89 == Frequently Asked Questions ==
90
91 **Why is my recipient count lower than my report results?**\\
92 The count shown before send is after TCPA and reminders filtering. Members without opt-in or with reminders set to Nothing (or to a channel that doesn't match what you're sending) are automatically excluded.
93
94 **Can I save a draft and come back to it later?**\\
95 No. The compose dialog resets when you close it. Compose and send in one session.
96
97 **Where do bulk sends show up afterwards?**\\
98 Each send is logged to the system's message log with the recipient count, channel (email or SMS), and source = contract_report. They are not currently distinguished from member-tab messages in the standard message reports — that's a planned enhancement.
99
100 **Can a member be messaged twice if they have multiple contracts?**\\
101 No. The system deduplicates by member ID before sending. If a member has 3 matching contracts, they receive 1 message.
102
103 **What happens if a member's phone number or email is invalid?**\\
104 Bad addresses fail per-recipient — the rest of the send continues normally. The send count returned reflects only successful dispatches.
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106 **Can I use this on other reports?**\\
107 Not yet. The Contract Report is the first report wired up to bulk messaging. The backend supports any report; additional reports can be added as a future enhancement.
108
109 **Why don't I see the buttons?**
110
111 * You may be on the Summary view — switch to Detail.
112 * You may not have permission for messaging on this report — check with your account administrator.
113 * You may have switched views without re-running the query — re-run it on Detail.
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116
117 == What This Feature Does NOT Do (Yet) ==
118
119 These items were in the original feature plan but are not in this release:
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121 * **Pre-send breakdown by contract status** — you don't currently see a breakdown by Active, Frozen, Cancelled, etc. before confirming.
122 * **Multi-contract transparency** — no expandable list showing which members have multiple contracts.
123 * **Reporting differentiation** — message reports don't currently separate contract-based sends from member-based sends.
124
125 If any of these are important to your workflow, please let your CSM know.
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128
129 == Need Help? ==
130
131 If you run into trouble, contact MSI Support and reference **Member Manager Sprint 33 / Bulk Messaging from Contract Report**.