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Bulk-welcome imported members
When your club moves onto RunClub HQ from another system, we bring your existing members in as records — that's something we do with you. Their accounts exist and can sign in, but nobody's inbox fills up automatically: we hold the welcome email back until you're ready to send it, in batches you control, so a few hundred people don't all discover the club at once and swamp your support inbox on day one.
Who: Club Admin or Membership Manager. Where: admin panel. Takes: about 5 minutes per batch.
Before you start
- Check the import's finished and anything it flagged — an England Athletics mismatch, a mandate that needs re-checking — is settled first. A welcome email should land in an inbox where everything else already works.
- Send yourself, or a committee member, a test batch of one. Select a single record you know well and run the steps below on it before you send to anyone else, so you can see exactly what a member receives.
- Tell your members it's coming, through whatever channel you used before — your old website, a Facebook group, a club newsletter — a few days ahead. A welcome email is much less confusing when someone's expecting it.
- Plan for a response. A batch of welcome emails brings a spike in "how do I sign in?" questions for a day or two afterwards. Send your biggest batch when someone's around to answer them — not a Friday evening.
Steps
- Open Members → All Members.
- Select the members you want to welcome in this batch. You don't need to work out who's already been welcomed — the action skips anyone who's already had this email, so it's safe to select generously, a whole filtered view at a time, and let it sort out who actually gets one.
- From the bulk actions menu, choose Send welcome email.
Confirming sends the emails straight away
There's no draft or schedule step — everyone eligible in your selection is emailed the moment you confirm. That's why the batch and timing advice above is worth following.
- Confirm.
What happens next
Each eligible recipient gets the migrated-member welcome email, with a link to sign in — no password, the same magic link or code every member uses. Anyone in your selection who isn't eligible — no email on file, already welcomed, or not part of this kind of import — is skipped automatically, and the confirmation tells you how many were sent, how many skipped, and how many failed.
The first time someone from this batch actually signs in, they land on a short welcome page that collects the club's agreements before opening the rest of the app — the wizard they'd have been through if they'd joined the ordinary way, shortened to just what wasn't already on file.
If it does not work
The bulk action is greyed out
Check your role — it needs Club Admin or Membership Manager — and that you've actually selected rows first.
Emails aren't arriving
Check the member's own activity log for delivery status. If it shows as sent but never delivered, the usual causes are a mistyped address on the imported record, a full inbox at the other end, or — worth ruling out — your own sending domain's DNS records; see Getting help if you're not sure which.
I think I've sent someone the welcome email twice
You haven't — the action only ever sends to someone who hasn't already received it. If a member genuinely needs it resent (their first attempt bounced and the address is now fixed), contact us.
A large club has a lot of batches to get through
For a few hundred members or more, ask us — we can pace the release from our side in larger or smaller chunks than the roster's page-by-page selection makes practical.