Email

The Email page is where you control the automated emails your organisation sends: customising email templates, connecting your own sending domain, and managing addresses that have opted out or bounced. Find it in the admin sidebar under System → Email, with Sending domain just below it.

Who can use this

Most of this page is open to administrators and moderators: either role can edit a template and send a test to themselves. A few actions are admin only — creating a custom email type, removing a suppression-list entry, and everything on the Sending domain page.

Some features are also gated by your subscription plan:

• Custom email types appear only on paid plans (the free plan shows an upgrade notice instead of the create form).
• Connecting your own sending domain is a Pro-and-above feature. On lower plans your emails are sent from the ClubHelix platform address, which works out of the box.

What's on the page

The page has three areas: a Sender configuration summary (sender level, from address, SPF/DKIM status, and a Manage sending domain link), a list of your Email types, and — on paid plans — a form to create a new custom email type.

Step by step

Edit an email template

1. Under Email types, find the type you want and click Edit templates.
2. Update the Subject and Body fields. Body paragraphs are separated by blank lines.
3. Use variables wrapped in {{double_braces}} (e.g. {{tenant_name}}, {{member_name}}); they're filled in and HTML-escaped at send time.
4. Leave Make this the current template ticked to publish it, then click Save — each save creates a new version, listed under Version history.

Send a test to yourself

1. On a template's edit page, scroll to Send test to yourself.
2. Click Send test to me. The current subject and body are sent to your own address, with sample values substituted (tenant_name, member_name, amount, period) and a [TEST] subject marker.

Create a custom email type (admin, paid plans)

1. On the Email page, find New custom email type.
2. Enter a Key (lowercase letters, numbers and underscores only), a Name, choose a Category, and optionally a Description.
3. Click Create type, then edit its template as above.

Connect your own sending domain (admin, Pro and above)

1. Open Sending domain in the sidebar, enter your bare domain (e.g. acmefc.com), then click Generate DNS records.
2. Publish the listed DKIM and DMARC records in your DNS exactly as shown (use the Copy buttons), then click Re-check. DNS can take minutes to hours to resolve.
3. Once verified, set your From name, From address and optional Reply-to, then click Save sender details (only enabled once the domain is verified).

Manage the suppression list

1. Open the suppression list at .../admin/email/suppression (it isn't linked from the sidebar). Listed addresses won't receive email; bounces and spam complaints add them automatically.
2. To re-enable sending to an address, click Remove (admin only).

Field reference

Tips & FAQ

• Built-in types can't be deleted, but you can edit their templates and roll forward by saving new versions.
• Verifying your domain signs DKIM only — that alone satisfies DMARC, so there's no separate SPF step.
• If a test send or domain check fails, confirm your DNS records match exactly and allow time to propagate.
• To message members directly rather than edit an automated email, use Broadcasts. To change plans, see Subscription & billing. Email actions appear in the Activity log.