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. Go to Compliance and open Outreach from the side menu — this is where all your compliance campaigns live. Click Create Campaign to open the email composer showing only the compliance recipient categories. (The same categories also appear 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

• Reminder categories show a rolling count. When composing, a Reminder category may show 0 recipients — that's normal. It matches clubs only as they reach the 3-day, 1-week and 2-week marks, so recipients accumulate while the campaign runs rather than existing at compose time.

• Where campaigns live — compliance emails are kept on the Outreach page rather than the general campaigns list in Communicate, so your compliance chasing stays separate from your other sends.

• 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.

• Link clubs to their own page. Insert the clubs_compliance_url shortcode from the composer's shortcode panel and every recipient gets a personalised link to their club's compliance page, where they can see exactly what's outstanding and act on it in one click.