Club Management

ClubMail supports managing multiple clubs from a single account. Each club has its own settings, subscribers, campaigns, and team members.

Key Features

Multi-Club Support

  • Multiple Clubs - Manage several clubs from one account
  • Independent Data - Each club has separate subscribers, campaigns, and settings
  • Quick Switching - Switch between clubs easily from the dashboard
  • Club Dashboard - Overview of each club’s activity and statistics

Club Settings

Customize each club’s email appearance and behavior:

  • Branding - Set brand color for email templates
  • Sender Information - Configure from name and email
  • Reply-To Address - Set reply-to email for campaigns
  • Subject Prefix - Optional prefix for all campaign subjects
  • Social Links - Add social media links to email footers
  • Tracking - Enable/disable open and click tracking

Team Collaboration

Invite team members with different permission levels:

  • Club Owner - Full access to all club features
  • Club Editor - Can create campaigns and manage subscribers
  • Club Viewer - Read-only access to view campaigns and analytics

Club Information

Basic Details

  • Club Name - Display name for the club
  • Slug - URL-friendly identifier (used in email addresses)
  • Organization Email - Primary contact email
  • GryphLife ID - Optional integration with GryphLife platform
  • Active Status - Enable/disable club (inactive clubs are hidden)

Email Configuration

  • From Name - Display name shown in email clients
  • From Email Slug - Part before @clubmail.csaonline.ca (e.g., “newsletter” → newsletter@clubmail.csaonline.ca)
  • Reply-To Email - Where replies should be sent
  • Default Subject Prefix - Optional prefix for all subjects (e.g., “[Newsletter]”)

Branding

  • Brand Color - Primary color used in email templates (hex code)
  • Social Links - Facebook, Twitter, Instagram, etc. (displayed in email footer)

Team Management

Roles

Club Owner:

  • Full access to all features
  • Can manage team members
  • Can modify club settings
  • Can delete the club

Club Editor:

  • Can create and edit campaigns
  • Can manage subscribers and email lists
  • Can view analytics
  • Cannot modify club settings or team members

Club Viewer:

  • Can view campaigns and analytics
  • Read-only access
  • Cannot create or edit content

Adding Team Members

  1. Navigate to club settings
  2. Go to “Team Members” section
  3. Enter email address of new member
  4. Select role (Editor or Viewer)
  5. Send invitation

Note: The invited user must have a ClubMail account. If they don’t have an account, they’ll need to sign up first.

Managing Team Members

  • Change Role - Update a member’s permission level
  • Remove Member - Remove a member from the club
  • View Activity - See when members last accessed the club

Club Settings

Email Settings

Configure how emails are sent from this club:

  • From Name - How the sender appears in email clients
  • From Email - Sender email address format
  • Reply-To - Where replies are directed
  • Subject Prefix - Optional prefix for all subjects

Branding Settings

Customize the visual appearance:

  • Brand Color - Primary color (default: #b1d135)
  • Social Links - Add social media profiles

Tracking Settings

  • Enable Tracking - Toggle open and click tracking
  • When disabled, no tracking pixels or click tracking URLs are added

Creating a Club

  1. Navigate to “My Clubs” from the main menu
  2. Click “Create New Club”
  3. Enter club name (slug is auto-generated)
  4. Optionally add organization email and GryphLife ID
  5. Save

A default email list is automatically created for new clubs.

Club Dashboard

View overview statistics for each club:

  • Total Subscribers - Number of active subscribers
  • Email Lists - Number of lists
  • Campaigns - Total campaigns (by status)
  • Team Members - Number of members and their roles

Best Practices

Club Organization

  • Use clear, descriptive club names
  • Keep slugs short and memorable
  • Set organization email for important communications

Team Management

  • Assign appropriate roles based on responsibilities
  • Use Viewer role for stakeholders who need visibility
  • Regularly review team member access

Branding

  • Use your club’s official brand color
  • Add social links to increase engagement
  • Keep from name consistent with your club’s identity

Settings

  • Configure reply-to email for better communication
  • Use subject prefixes to help subscribers identify emails
  • Enable tracking to measure engagement
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