The Mailing labels, emails and generic reports section allows you to generate a list of members and then send emails or print labels containing the desired information, such as name, address, postal code, etc. It's also used to send emails or save a list of members' emails copied to the clipboard or to a CSV format (Excel). Using the Guest/Greenfee Maintenance, you can send emails to visitors. Many other GGGolf functions redirect to this screen to send emails. Here are some examples:
- In the tee sheet, sending an email to all members with a tee time that day or within a specific time range to, say, announce delays due to frost or a themed dinner.
- In the Tournament module, sending an email to all members signed up for a given tournament.
- In Member Maintenance, sending an email to all members with their member profiles as an attachment so they can correct addresses, phone numbers, emails, and other preferences and settings.
Several filters are available to define a list of members. Pre-established filters in Member Maintenance can also be used. Apply them in Member Maintenance's Member list, then open Mailing labels, emails and generic reports "with the current filter" or "with the current filter (include photos)".
Mailing Type: Determines if the transmission will be done according to the member's preferences for a general mailing or monthly statements, or if the preferences will be bypassed to send it to home emails/by mail.
Print order: To determine in which order the labels will be printed/emails will be sent. The default order is by master member, which means family members will all appear one after the other.
Other countries first: Check so labels for members residing outside of Canada will be displayed/come out first. This is particularly convenient when sticking stamps on envelopes.
Other Filters Section
Exclude identical addresses (same master member): To print a single label for several members residing at the same address (postal code and same street number).
Member's Mailing Method: To filter the list of members according to members' preferences (email/regular mail preference) or whether you have an email on file for them (with emails/no emails). Each member's preference can be set in the Contact info tab in Member Maintenance. The "Use General Mailing Method option in member profile" option allows you to determine whether you would like to manage members' preferences or simply rely on the presence of an email in the member's profile.
Other filters: To filter the list of members according to certain criteria. Some of these criteria can be modified in value table 151- Special filters email/mailing labels. Here are a few examples:
- Nb certificates > 0: Only include members with share certificate numbers in their profile.
- Age > 60: Only include members over 60 years old.
- Inactive only: Only include inactive members (to contact members who left the club again, and see if they'd like to come back).
- French or English only
- Membership card to be printed: Only includes members with the "Membership card to be printed" box checked in the Picture tab in Member Maintenance.
- Birthday today: Only includes members whose birthday is today.
- Birth according to dates...: Includes all members with birthdays within the range of dates entered below in "Date".
(Please note that the SMS Module can automatically send birthday emails every day with, as an option, a BCC email.)
Filter Options Section
Filter options must be set before you click on "Generate member list". If you change a filter option, you will need to generate the member list again.
Exclude inactives: To exclude inactive members in member lists when printing labels and sending emails. Inactive members are excluded by default.
Exclude non-golfers: To exclude non-golfers in member lists when printing labels. (Non-golfer is an option in Options under the Member Types tab, then under Member Type Detail. Non-golfers are excluded by default.
Gender: To select only male or female members.
Fam. seq.: To select only one person in a family sequence, such as only the master member, the spouse, child #1, etc. Convenient when printing/sending to master members only.
Service: To select only members with a specific service in their member profile (Services tab > Services sub-tab).
Group type: To select a type of member group.
Group: To display all members who are part of a member group. The list of groups displayed will vary according to the group type selected above.
Unpaid accounts: To display only members with unpaid accounts ("Bill not paid" box checked in "Billing" tab in their member profile).
Exclude company info and care of: To exclude company information and "care of" fields when generating a list of members in order to print labels, for example, for the club's internal use, or labels going to members' homes.
Include picture: When checked, photos are included when generating the list of members. Mandatory when printing photo member cards. You can verify whether specific members have photos in their profiles in the "Picture" column (last column). The presence of a photo is indicated by (BLOB) in capital letters, whereas (blob) indicates there isn't one.
Include additional address: To generate additional addresses (Office, Winter, etc.) in order to print them. An alternative way to do this would be through Member Maintenance > Reports menu > Export Data to Excel > Contact info.
Generate member list: To generate the list of members according to the selected options and filters. Please note that you will need to generate the member list again after making changes to the Options or Filters.
Start at label #: To start printing labels further on the first page when the labels page has been used before. The printing order is vertical, so if you start at the 3rd label, the first 2 columns on the left will be skipped.
Filter by member type: To select specific member types, such as juniors, corporate, individual 7 days, etc.
By member type class: To select members by applying a filter on the type of member class (ex. Golf Members, Golf Clubs, Social Members).
Saved filters: To use your previously saved personalized filters on member types.
Filter: List of selected member types.
In the table:
Sel: If unchecked, the member is excluded from label printing or email transmissions. It's possible to select/unselect all members by right-clicking. By default, all members in the list are selected.
Hint #1: To select/unselect members in the list, click in the Sel column, go up and down in the list using the keyboard's arrows and press the space bar as needed. Alternatively, click on your first selection, then press the Ctrl button on your keyboard and, keeping it pressed, select/unselect members by clicking in any column except Sel.
Hint #2: To test an email transmission, unselect all members and only check a few of them again before you send.
General mail.: To see how members prefer to receive general mailings. If you change a member's choice here, it will only be changed for this one time. The member's profile will not be updated.
Statement mail.: To see how members prefer to receive monthly statements. If you change a member's choice here, it will only be changed for this one time. The member's profile will not be updated.
To copy the list of members displayed in the table to a spreadsheet such as Excel, right-click anywhere in the table, select "Copy to clipboard for Excel", open an Excel file, position the cursor in the first cell (A1 or AA), and copy (CTRL-V).
The Fast Report module allows for labels to be configured for mailings, membership cards, and other reports in the smallest details (in Reports > Configure the currently selected report).
Before you start, make sure you generate the list of members you want in Reports > Mailing labels, emails and generic reports. You can apply several filters, for example in order to display only members with emails or only one member type, or you could use a previously saved customized filter. Then, open the proper report in Reports > Open a report configuration > Default, Local or Global.
On each workstation, GGGolf reminds you of which report was last used in the status bar at the bottom left of the screen. If this is already the report you want, just click on the "Print" button. Otherwise, you will need to open the right report in the Reports menu.
Certain basic labels are already configured in the Default reports (Avery 5160, Avery 5161, Avery 5162). To create a label with a different format, just open a default report configuration such as Avery 5160 and save it under another name. Then, you can modify it as you wish. You can reposition elements on the label by clicking on them and dragging them to a new location. See this section of the help file for more details on how to modify report configurations.
Print: To see a print preview and print the selected lines.
Send emails: To display the email transmission screen for the members you've selected. The system doesn't consider lines with no email address and eliminates all lines with the same email as another line. For example, if a couple uses the same email, only one email will be sent.
Read receipt: When checked, requests read receipts from recipients, which will be sent to the sender's email address. GGGolf recommends only using this option the first time you send emails.
Include images in email body: To include JPG, GIF or PNG images directly in the email's body, and not as attachments. This means that some recipients could have trouble opening the email. In most cases, this problem would be caused by old software versions or different security reasons. To avoid this problem, GGGolf recommends including images as attachments.
Copy master member into line 1: To copy the master member's name to the label's first line in order to replace, for example, a junior's name with the master member's name for the labels.
Send email using your email program: Opens a new email message with the list of emails entered in the CCI (BCC) field. Your default email cannot be a Web Mail. GGGolf recommends not to enter more than 50 email addresses in an email.
Create French/English CSV file: To create a CSV file for French or English-speaking clients containing salutations, first name, last name, and email if present in the member's profile. Here is an example of the file's content:
"Ms.", "Lise", "Beaudet", "firstname.lastname@example.org"
"Mr", "Gilles", "Gauthier", "email@example.com"
Save the file on your computer using a significant name. Then, open the file using a spreadsheet such as Excel or download it using email tools such as Mail Chimp.
Copy all emails to clipboard: To paste the list of emails to a spreadsheet or directly to a new email's BCC field.
Copy French/English emails to clipboard: To paste the list of emails for French/English-speaking members to a spreadsheet or directly to a new email's BCC field.
Create a new French/English document for mail merge: To create a new file to perform a mail merge.
Select a default French/English document for mail merge: To select a document to prepare a mail merge.
French/English Mail Merge: Generates the mail merge.
Save list of members: Saves the list of members displayed on the computer in order to print PAR membership cards in Saint-Hyacinthe. Option available for other clubs to restore the list of members at a later stage.
Restore list of members: To restore a saved list of members. For PAR clubs, Saint-Hyacinthe uses this option to prepare PAR cards originating from another club.
Send cards by email: For PAR clubs, sends Saint-Hyacinthe an email containing the list of members and PAR card printing format.
Email Distribution Status: To display the email distribution history via the Email-SMS Module.