Subscriber Management

Manage your club’s email subscribers efficiently with ClubMail’s subscriber management features. Organize contacts into lists, import from CSV, and track subscriber status.

Key Features

Email Lists

Organize subscribers into multiple lists:

  • Multiple Lists - Create separate lists for different audiences (e.g., “All Members”, “Executive Team”, “Event Attendees”)
  • Default List - One list can be marked as default for quick access
  • List Descriptions - Add notes about each list’s purpose
  • List Membership - Subscribers can belong to multiple lists

Subscriber Status

Track subscriber status automatically:

  • Subscribed - Active subscriber receiving emails
  • Unsubscribed - Subscriber has opted out
  • Bounced - Email address returned a bounce (soft or hard)
  • Blocked - Subscriber blocked due to hard bounces or complaints

Custom Fields

Store additional information about subscribers:

  • Flexible Data - Store any JSON data (membership type, graduation year, interests, etc.)
  • Personalization - Use custom fields in email placeholders
  • Nested Data - Support for nested objects and arrays

See Variable Placeholders for using custom fields in campaigns.

Import & Export

  • CSV Import - Bulk import subscribers from CSV files
  • CSV Export - Export subscriber lists for backup or external use
  • GryphLife Import - Import subscribers directly from GryphLife platform
  • Duplicate Handling - Automatic handling of duplicate emails during import

Subscriber Information

Required Fields

  • Email Address - Unique email address (unique per club)

Optional Fields

  • Name - Subscriber’s full name
  • Custom Fields - Any additional structured data

Automatic Fields

  • Unsubscribe Token - Unique token for unsubscribe links
  • Status - Current subscription status
  • Created At - When subscriber was added
  • Updated At - Last modification timestamp

Importing Subscribers

CSV Import

  1. Prepare a CSV file with columns:

    • email (required)
    • name (optional)
    • Additional columns become custom fields

  2. Click “Import CSV” on the subscribers page

  3. Paste CSV content or upload file

  4. Review parsed data

  5. Select target email list

  6. Confirm import

CSV Format Example:

email,name,membershipType,graduationYear
john@example.com,John Doe,Premium,2025
jane@example.com,Jane Smith,Standard,2024

GryphLife Import

Import subscribers directly from GryphLife:

  1. Click “Import from GryphLife”
  2. Paste GryphLife export data
  3. Review parsed subscriber information
  4. Select target email list
  5. Confirm import

Managing Subscribers

Adding Subscribers

Single Subscriber:

  1. Click “Add Subscriber”
  2. Enter email address
  3. Optionally add name and custom fields
  4. Select email list(s)
  5. Save

Bulk Import:

  • Use CSV import for multiple subscribers
  • Use GryphLife import for platform integration

Editing Subscribers

  1. Find subscriber in the list
  2. Click edit icon
  3. Update email, name, or custom fields
  4. Change list memberships
  5. Save changes

Changing Status

Manually update subscriber status:

  • Resubscribe - Reactivate an unsubscribed subscriber
  • Unsubscribe - Manually unsubscribe a subscriber
  • Block - Block a subscriber (prevents all future emails)

Deleting Subscribers

  1. Find subscriber in the list
  2. Click delete icon
  3. Confirm deletion

Note: Deleting a subscriber removes them from all lists and all campaign history.

List Management

Creating Lists

  1. Navigate to Email Lists section
  2. Click “Create List”
  3. Enter list name
  4. Add optional description
  5. Set as default (optional)
  6. Save

Managing List Membership

  • Add subscribers to multiple lists
  • Remove subscribers from lists
  • View which lists a subscriber belongs to

Default List

  • One list per club can be marked as default
  • Default list is pre-selected when creating campaigns
  • Default list is shown first in list selectors

Unsubscribe Handling

Every email automatically includes an unsubscribe link:

  • Unique token per subscriber
  • One-click unsubscribe
  • Respects subscriber preferences immediately

Unsubscribe Process

  1. Subscriber clicks unsubscribe link in email
  2. Confirmation page shown
  3. Subscriber status updated to “Unsubscribed”
  4. Removed from all future campaign sends

Resubscribing

  • Subscribers can be manually resubscribed by club owners/editors
  • Resubscribed subscribers are added back to their previous lists

Bounce Management

Soft Bounces

Temporary delivery failures (mailbox full, server down):

  • Tracked automatically
  • Multiple soft bounces may result in blocking
  • Configurable threshold in platform settings

Hard Bounces

Permanent delivery failures (invalid email, domain doesn’t exist):

  • Automatically blocked
  • Status set to “Blocked”
  • Excluded from all future sends

Best Practices

List Organization

  • Create separate lists for different audiences
  • Use descriptive list names
  • Document list purposes in descriptions
  • Keep default list for general announcements

Data Quality

  • Regularly clean your subscriber lists
  • Remove bounced addresses
  • Respect unsubscribe requests immediately
  • Keep custom fields consistent

Privacy

  • Only collect necessary subscriber information
  • Clearly communicate how data is used
  • Provide easy unsubscribe options
  • Comply with email marketing regulations
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