INTRODUCTION

Feature Summary: Send a welcome email to new members who have not yet logged in to their CourtReserve account.

Use Cases:

Automatically send a welcome email when adding a new member to the platform
Manually send a welcome email to members who have not logged in, such as after a bulk import
Automatically send a welcome email when a member creates their own account through the member portal

OVERVIEW

A welcome email gives new members the information and login link they need to access the member portal for the first time. A welcome email can only be sent to members who have never logged in to CourtReserve. Once a member logs in for the first time, they're no longer eligible to receive a welcome email through either method below.

There are three ways a welcome email can be sent:

Automatically, when a system user adds a member to the platform and checks the Send Welcome Email to the User box
Manually, when a system user sends the email to members who have not logged in to CourtReserve
Automatically, when a member creates their own account through the member portal

Know how to find and optionally customize the Welcome Email message template before using either send method below.

Automatic Send

System users can enable this when adding a new member from the admin panel, so CourtReserve sends the welcome email automatically.

Add a new member to the platform.
After the Membership step, scroll to the bottom.
Check the Send Welcome Email to the User box.
Click Save & Close.

Manual Send

Use the manual option to send a welcome email to members who have not yet logged in to their CourtReserve account. System users might use this after adding members with the Import tool.

Navigation

Go to the side menu and click MEMBERS.
Expand OTHER ACTIONS and click SEND WELCOME EMAIL.

Message Setup

The Send Welcome Email page opens. Some fields are pre-filled, such as From Name (the name members see as the sender).

Click the Reply To field and select an email address. This field is required and determines where member replies are delivered.
Optionally, update the Subject field. It's pre-filled but editable.
Optionally, change the default setting for Filter Members by Memberships. This field filters the member list below by membership type, so you can narrow the list to members on a specific membership rather than scrolling through everyone. It defaults to All, which shows members across every membership type.

Selecting Members

Scroll down to the Select Members You Want to Send Welcome Email table. This list only shows members who have not yet logged in to CourtReserve. If a member's name is not here, they have already logged in and do not need the login information in the welcome email.

Check the box next to each member you want to email, or click Check All in the Send Welcome Email? column header to select everyone in the list.
Click any column header to sort the list, or drag a column header into the bar above the table to group members by that column.

Reviewing and Customizing the Message

Scroll down to the Message section to review the message template.

Use the toolbar to format text (bold, italic, alignment, lists, tables, and more).
Use the image icon in the toolbar to insert an image inline within the message.
Use Select files to attach below the message box to attach a separate file, such as a document or image.

Note: The line Please Click HERE to login to the member portal. is a fixed system element. It cannot be edited or removed, and always appears grayed out in the editor. It provides the player with a link to your member portal.

Adding Fields

System users can add or replace merge fields in the message, such as {{FirstName}} and {{OrganizationName}}, which automatically populate with each member's information when the email is sent. Click the Fields dropdown and select an option to insert it into the message.

Sending

Click Send Email to send the message to the selected members.

Example: Default vs. Customized Template

Default Template (as CourtReserve provides it):

{{FirstName}},

{{OrganizationName}} has created a new account for you on CourtReserve.com, a web-based Court Reservation and Event Management application to make it easier for members such as yourself to reserve courts, register for events, and much more.

Please Click HERE to login to the member portal.

Hope you enjoy your time here on CourtReserve for {{OrganizationName}}! The most simple way to Reserve & Play! Most users rely on the CourtReserve app to book and manage all of their activities.

Customized Example (North Star Racquet Club):

{{FirstName}},

Welcome to {{OrganizationName}}! We've created your account on CourtReserve, the platform we use to manage court reservations, events, and more.

Please Click HERE to login to the member portal.

Once you're in, you can:

Reserve courts online, anytime
Register for clinics and events
Manage your account and payment info

We also recommend downloading the CourtReserve app so you can book and manage everything right from your phone.

See you on the courts!
{{OrganizationName}}

Result: What the Member Receives

The welcome email includes the club's logo, the customized message with merge fields resolved (for example, {{FirstName}} becomes the member's actual first name), and a "Powered by CourtReserve" footer.

Self-Registration Welcome Email

When a member creates their own account through the member portal, CourtReserve can send them a welcome email automatically, provided the club allows members to sign up online without requiring manual admin approval. If a club requires admin approval before granting new members access, this welcome email is not sent when the member later gets approved.

This send method uses the same customizable message template as the other two welcome email methods, with the same merge fields and editor.

Note: Unlike the automatic and manual send methods, this version of the welcome email does not include a login link. Members who self-register through the member portal set their password and are logged in automatically as part of creating their account, so there's no additional login step for them to complete.

Member Perspective

New members receive a welcome email if the system user enabled this feature. If the member created their account through the member portal, they also receive a welcome email.

When a member clicks the login link in the email, they're taken to the Reset Password screen, where they enter and confirm a new password and click Save Password.

Depending on the club's settings, the member may then see one or more additional screens before reaching the member portal, such as:

A Text Message Alert Opt-in prompt where the member sets their communication preferences
A Membership Agreement the member must review and electronically sign

Note: These additional steps vary by club. Not every organization requires a signed agreement or has text alerts enabled. The screenshots below show one example sequence.

Once any required steps are complete, the member lands on their club's branded member portal homepage, where they can book courts, register for events, and manage their account.

Send a Welcome Email