Emailing clubs about compliance

Compliance emails go through the Communicate module like any other email — compliance just adds recipient categories that target clubs by their live compliance status. Because recipients are re-checked every time an email actually sends, a club that fixes their compliance drops out of the list automatically.

Starting an email

1. On the Compliance page, click Email Clubs. This opens the email composer showing only the compliance recipient categories. (You can also find the same categories in the normal Communicate flow.)

2. Choose Blast (one-off) or Campaign (runs over a period).

3. Pick a recipient category and, in its dropdown, the compliance tag to target — for example "AGM Minutes - Non Compliant" for one item, or "Compliance - Non Compliant" for clubs missing anything at all. You can select multiple tags.

4. Write and send as usual.

Choosing who receives it

Each targeting option comes in five audiences:

• Club Email — the club's contact address.

• Presidents / Vice Presidents / Secretaries / Treasurers — the matching executives of the targeted clubs (standard roles, accepted members only).

You can add several recipient rows to one email — for example Club Email plus Presidents — and each person is emailed once even if they match twice.

One-off sends vs automatic reminders

• "Compliance: …" categories target every club wearing the selected tag right now. Use these for one-off nudges — "everyone still missing their AGM minutes gets this email today."

• "Compliance Reminder (3d/1w/2w): …" categories power an automatic reminder sequence. Set up one campaign with a far-future end date, and it emails each club when they have been non-compliant for 3 days, again at 1 week, and again at 2 weeks. Clubs that become compliant stop receiving reminders; clubs that lapse again later re-enter the sequence from the start — including next year. Set it up once and it runs itself.

The reminder categories are only available on campaigns, not blasts — a blast happens at one moment, so a rolling reminder window doesn't apply to it.

Good to know

• Timing — compliance tags refresh about once an hour, and reminder campaigns check hourly, so expect emails to land within the hour, not the minute.

• Pending clubs are never chased. A club whose submission is awaiting your review carries no non-compliant tag, so reminders skip them.

• Unsubscribes — union emails are delivered even to recipients who have unsubscribed from club marketing, because compliance notices are operational. The standard footer still appears.

• A good email links clubs to their own compliance page (/compliance in the club portal), where they can see exactly what's outstanding and act on it in one click.