Kavi Members Email Notifications features:

automated

Email notifications are sent automatically by Kavi Members. The Manage Company Membership Email Notifications tool is used to manage a set of email notifications triggered specifically by events pertaining to company membership status.

event-based

The schedule for an email notification is based on an event. An event occurs when a company's membership account enters a new state. For more information about the different membership states, read Membership Workflow.

The email schedule is then set before/after/on a number of days/weeks/months in respect to this event.

For example, if this is a membership renewal, the trigger would be the membership entering the 'expired' state. A first notice would probably use the same trigger, but the email might be scheduled to generate three months in advance of the event to provide three months advance notice of the date by which the membership must be renewed (or it will expire). For a final membership renewal notice, the email notification would also be based on the 'expired' event, but perhaps scheduled to generate one day before the event.

template-based

All email sent by Kavi Members is based on customizable email templates that can be configured to use your organization's customized content, contact information and instructions. The templates can be configured by using the Manage Templates tool in the Admin tools area.

prespecified recipient list

Recipients can include types of contacts as well as individual email accounts. Email configured to be sent to contacts or administrators will go to all contacts or administrators of that type.

Types of recipients:

Company Contacts

Company contacts who are to received this email notification. Emails can be sent to alert company contacts about the status of the company's membership, such as when the membership needs to be renewed.

Administrators

Administrators who are to received this email notification. If a company membership type requires moderation, web site administrators need to be informed when a company membership enters the moderation queue.

Additional Email Addresses

Other users who are to receive this email notification. This field is used to enter the email addresses of individuals who need to receive this email notification, but do not fall into either of the previous categories, such board members who are sent email notifications when a new company joins the organization.

context-sensitive

There are several settings that allow you to set conditions under which email notifications will NOT be sent.

These include:

• Membership has been renewed, or is in the renewal process.

• Membership marked as intending to renew by an administrator using the Edit a Company Membership tool.

• Membership marked as NOT intending to renew by an administrator using the Edit a Company Membership tool.

Options:

Depending on email configuration, the following options may be displayed.

Email Template

This is the email template, on which this email is based.

Schedule Email

This specifies the event on which the email notification schedule is based and the time frame in which the email notification is scheduled in relation to this event. Set the event on which the schedule is to be based, then enter the number and select days/weeks/months that the notice should be sent before/after/on.

Restrictions

One or more of these options can be set to configure conditions under which this email notification will NOT be sent. When upgrading or performing other system maintentance tasks, you may disabled email notification entirely by inactivating it.

Recipients

The set of recipients to which this email notification will be sent. These commonly include an individual (if this concerns an individual membership or company representative account), company contacts (except for 'Individual Companies') and administrators. The 'Additional Email Addresses' text box can be used to specify additional email addresses (these may be pasted in as plain text).