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Email Communication

5 min read Updated today

GymMaster supports email communication with individual members, groups of members or staff, class attendees, and prospects. Emails can be sent as one-off messages or configured as templates for automated communications, including confirmations, reminders, and member engagement messages.

Use this guide to understand the available email options and find instructions for each process.

Email Individual Member

Full Guide: Individual Communication

Send a one-off email directly from a member’s profile. This is useful when you need to contact a specific member about their account, membership, bookings, or another individual matter.

Go to Find Member > Member Details > Communication.
Select Send Email
Write your message
Click Send

Bulk Emails

Full Guide: Group Communication

Send a one-off email to a selected group of members or staff using Reports. You can select a report and apply filters to identify the recipients.

Go to Reports and Till > Standard Reports
Select a report that matches your intended audience
Select Edit to apply filters, or select Show Report
Select Send Email
Review the recipients and select all or specific people
Click Next
Write your message and click Send

This process is intended for one-off communication and does not use templates or task automation. You can personalise the message using template fields.

Email Class Attendees

Full Guide: Messaging Class Attendees

Send a one-off email directly to members booked into a specific class.

Go to Schedule and select the class
Select Email Attendees
Select all attendees or choose specific members
Click Next
Write your message and click Send

Create Email Templates

Full Guide: Communication Templates

Email templates allow you to save reusable messages for individualised or automated communication. GymMaster includes pre-built templates that you can review and customise before creating your own.

Templates can include member-specific fields, a subject line, and email content. You can also apply your club’s branded email layout, preview the email, and add attachments after saving the template.

Go to Settings > Templates
Create a new email template or edit an existing one
Enter a template name
Optionally select a category
Choose which club or clubs can use the template
Enter the email subject and content
Insert personalisation fields as required
Save the template

Personalise Bulk Emails

Full Guide: Personalize Communication Templates

Template fields allow you to insert information specific to each recipient, rather than sending every member the same generic message.
Available fields can include member names, membership information, account balances, and links related to payments or billing details.

Open an email template under Settings > Templates
Place the cursor where the personalised information should appear
Open Insert Field and search for the required field
Select the field to insert it into the message
Save the template

When the email is sent, GymMaster replaces the fields with the relevant information for each recipient.

Automated and Confirmation Emails

GymMaster can send emails automatically when defined member events or task triggers occur. This reduces the need for staff to send routine communications manually. Examples include birthday emails, reminders, follow-ups, and other communications triggered by member activity or account events.

There are two main approaches:

Confirmation Emails: Used for supported events such as bookings, sign-ups, cancellations, and purchases.
Task Automation: Used to send templates in response to configured triggers, including events that require custom automated communication.

Club Email Design

Full Guide: Club Email Template Design

The Club Email Template controls the shared design of emails sent through GymMaster, including the header, footer, colours, and branding.
You can create a consistent email layout for your club and use it with email templates. Individual emails can opt out of the branded layout where supported.

Go to Settings > Club Details > Logos and Other Graphics > Club’s Email Template
Choose a footer-only layout or a header-and-footer layout.
Customise the colours and content to suit your clu
Keep the BODY tag in place so GymMaster can insert the email content correctly
Save your design

Delivery and Troubleshooting

View Email Communication History

A member’s Communication tab contains their communication history, including email records. You can review the date, subject, sender, and status, and use the available search and filters to locate specific communications.

Open the member’s profile
Go to the Communication tab
Find the email in the communication log
Review its status or open the record for more information

Troubleshooting

Full Guide: Troubleshoot Email Issues

If a member reports that an email has not arrived, check their email details, subscription settings, and communication history before investigating external delivery issues.

Confirm the email address in Member Details > Details > Contact > Email
Check the member’s email subscription settings under Details > Contact > Subscriptions
Open the Communication tab and locate the email
If an error icon appears, hover over it to review the available error details
If necessary, review Reports and Till > Standard Reports > Retention > Communication Sent

An email that was sent successfully by GymMaster may still be missing from the member’s inbox because of spam filtering, a full mailbox, or rejection by the recipient’s email server.

Integrate with Mailchimp

Full Guide: Simplify Email Management with Mailchimp

GymMaster can integrate with Mailchimp to support email marketing campaigns. This allows clubs to use member information from GymMaster alongside Mailchimp’s tools for managing mailing lists and sending marketing communications.

The integration setup and available synchronisation options determine which information is shared between the two systems.

Common Questions This Covers

How do I send an email to an individual member
How do I send a bulk email to members or staff
How do I email members booked into a class
Where do I create or edit email templates
How do I personalise emails with member information
How do I automate emails
Where do I configure confirmation emails
How do I customise my club’s email design
Where can I view a member’s email history
How do I troubleshoot emails that members haven’t received