Membership Communications allows administrators to configure the emails sent throughout the membership lifecycle, including welcome messages, renewal reminders, expiration notifications, and grace period reminders.
The system uses a flexible inheritance model that supports both organization-wide defaults and membership-type-specific customizations.
Accessing Membership Communications
Membership communications can be configured in two locations:
Global Membership Communications
Navigate to:
Admin Site → Communications → Membership
This section contains the default communication templates that apply across membership types.
Membership Type Communications
Navigate to:
Admin Site → Membership → Membership Types → Select Membership Type
Each Membership Type can customize its own communication settings and timing rules.
How Membership Communications Work
Membership Communications operates using a two-tier configuration model:
- Global Membership Communications
- Membership Type Communications
By default, Membership Types inherit the communication settings configured globally.
However, administrators can customize communication content within an individual Membership Type. Once customized, that Membership Type uses its own configuration instead of the global settings.
This allows organizations to maintain consistent messaging across memberships while supporting unique communication requirements when needed.
Global Membership Communications
Global Membership Communications serve as the default email templates for membership-related communications.
Administrators can configure:
- From Name
- Reply-To Email Address
- From Email Address
- Subject
- Header
- Message Content
- Branding & Compliance Settings
Changes made in the Global Membership Communications section apply to all Membership Types that have not been individually customized.
Membership Type Communications
Each Membership Type can have its own communication settings.
Membership Type communications allow administrators to:
- Customize email content
- Configure reminder timing
- Create membership-specific messaging
- Override global communication settings
When a Membership Type contains customized communication content, the global version is no longer used for that Membership Type.
For example:
- Individual Memberships may use one renewal message.
- Corporate Memberships may use different renewal instructions.
- Free Memberships may use different welcome messaging.
Each Membership Type can maintain its own communication experience while other Membership Types continue using global defaults.
Available Membership Email Templates
The following membership communications can be configured:
-
Welcome Message - Sent when a membership is activated.
-
First Renewal Reminder - Sent before a membership renewal date.
-
Second Renewal Reminder - Sent before a membership renewal date.
-
Third Renewal Reminder - Sent before a membership renewal date.
-
Auto Renewal Reminder - Sent before an automatic renewal payment is processed.
-
Expiration Email - Sent the day after a membership expires.
-
First Grace Period Reminder - Sent during the membership grace period.
-
Second Grace Period Reminder - Sent during the membership grace period.
-
Third Grace Period Reminder - Sent during the membership grace period.
Membership Variants
Each communication template contains separate content for:
- Free
- Individual
- Corporate
Administrators can create different messaging for each membership variant.
For every variant, the following fields can be configured:
- Subject
- Header
- Message
This allows communications to be tailored to the membership experience while using the same email template.
Using Variables
Templates support dynamic variables that automatically populate information when the email is delivered.
Variables can be inserted using the Insert Variable option within the editor.
Common examples include:
| Variable | Description |
|---|---|
| Recipient's first name | |
| Recipient's last name | |
| Organization name |
Variables may be used in:
- Subject
- Header
- Message Body
For example:
Welcome to
may be delivered as:
Welcome to Maryland Farmers Association
Reminder Timing
Reminder timing is configured within each Membership Type.
Administrators can specify the number of Days Before a renewal or membership event that reminder emails should be sent.
Examples include:
- First Renewal Reminder: 30 days before renewal
- Second Renewal Reminder: 14 days before renewal
- Third Renewal Reminder: 7 days before renewal
Because timing is configured at the Membership Type level, different Membership Types can use different reminder schedules.
Previewing and Testing Communications
Before publishing updates, administrators can review communications using the Preview panel.
The preview allows administrators to:
- Review email formatting
- Verify variables
- Confirm membership variant content
Administrators can also use:
-
Send Test Email - Sends a sample email for testing purposes.
-
Save & Publish - Publishes changes and makes them available for future communications.
Only emails sent after publishing will use the updated configuration.
Communication Inheritance Example
Consider the following setup:
Global Membership Communications
Welcome Message Subject:
Welcome to
Corporate Membership Type
Welcome Message Subject:
Welcome to the Corporate Membership Program at
In this scenario:
- Free Memberships continue using the Global Welcome Message.
- Individual Memberships continue using the Global Welcome Message.
- Corporate Memberships use the customized Corporate Membership Type version.
Future updates to the Global Welcome Message will not affect the Corporate Membership Type because it has its own customized configuration.
Frequently Asked Questions
1. Do all Membership Types use the Global Membership Communications?
Initially, yes. Membership Types inherit the global communication settings until they are customized.
2. What happens when I customize communications within a Membership Type?
The Membership Type begins using its own communication configuration instead of the global configuration.
3. Can different Membership Types have different reminder schedules?
Yes. Reminder timing is configured separately for each Membership Type.
4. Can different Membership Types have different email content?
Yes. Subjects, headers, messages, sender details, and branding can be customized at the Membership Type level.
5. When is the Expiration Email sent?
The Expiration Email is sent the day after a membership expires.
6. Can I test communications before publishing?
Yes. Use Send Test Email to verify content and formatting before publishing changes.