Your library can change these templates however you like. All you need to do is select the email template, click Edit, make the changes, and click Save.

You also have the option of creating your very own email template however they can only be used in bulk emails.

Go to Setup -> Email Templates

Add new email template

To create your own email template simply click the blue Add New button to the top right of the page (see image below). Follow this link to learn how to Create your own template.

List of email’s templates

As you can see there is quite a selection of emails to choose from. These email templates can be filtered into different delivery types (see outlined in the below image) which means their functions differ in how they are sent to members.

There are 4 different delivery types, they are:

• Auto: this stands for Automatic Emails which are emails, when set up correctly, are sent automatically
• Bulk Email: these are specific emails which can be sent to all or just a few of your active members by the Bulk email functionality
• Process: these emails, if activated, are sent to members after a function has been used
• Button: these emails are linked to a button within MiBaseNZ and when clicked will send the email, like email and loan receipts

To view, check and change each of the above groups of email templates, follow the links below.

Automatic Emails

• Overdue toy reminder
• Roster reminder
• Membership due to expire
• Birthday – wishing members a Happy Birthday
• Membership Expired
• Header template – once this is set up every email sent will have this header
• Footer template – once this is set up every email sent will have this footer
• Toy Reservation reminder
• Member expired go to resign
• Membership due to expire with a negative balance
• Party Pack Welcome email
• Duty due reminder Note: there is a further three duty due reminder templates, simple, first and second. These were created for libraries to set up multiple reminders. Click the above Duty due reminder link for further explanation
• Toy due soon reminder
• Member Statement

Bulk Emails

• New Member – Welcome email for new members
• Login – member’s login details
• Member Update – email asking for members to update their details
• Missing – email for members who were missing pieces from their toy returns that day
• Bulk Email – generic template you can change to your liking
• Renew Membership – like the welcome email but for members renewing their membership
• Newsletter – template you can use specifically for your library’s newsletters
• Member Transaction – email to send three months worth or the full list of a member’s transactions
• New Password – email sent to admin and volunteers when they reset their password

Process

• Membership Application Received – this is sent when a member joins using the online sign-up form on the Public Website
• Click and Collect Booking Confirmation – when a member reserves a toy and makes a booking to collect through the Member Website

Button

• Email Receipt: this button allows you to email a receipt of a member’s toy loans
• Loan Receipt: this button allows you to print a receipt of a member’s toy loans
• Payments Email: this button allows you to email or print a receipt of a member’s payment list

The post Setting up Email Templates appeared first on MiBase New Zealand.

These Automatic Emails, also known as Cron Jobs, will be sent during the night, between 1:00 am and 4:00 am. The cron job is always active within MiBaseNZ, you just need to specifically activate them for your system.

There are a number of different types of automatic emails you can choose to use. You can choose the day you would like them sent and how many days before or after the event they are sent.

To see the full list of automatic emails, go to Setup -> Automatic Email

Before you start activating and using these emails, you will need to set up the Header and Footer templates. Once set up, every email, when sent, will automatically have the header and footer included.
Follow these links to set up your library’s header and footer templates:

Header template
Footer template

You can see by the list below how many Automatic Emails you can choose to activate and use.

Above the list, you will see two buttons, Activate All and De-activate All. These buttons allow you to either activate all the emails at once (make sure they are set up ready to go) or de-activate them all (great if your library is closed for a short while and you do not want emails to be sent out) saving you from having to do them individually.

Simply click the required button and a Success message will appear stating the changes have been made.

You can also decide on whether you would like to receive the admin email report or not. Under the Email Admin column if you choose Yes, you will receive the admin email report even if members will not be receiving the automatic email from the system. If you choose No, the admin report will only be sent when at least one member receives the automatic email.

You also have the option of being able to send an email whenever you want and to all the members at once by clicking the Send it Now button. The automatic email must be active for this to work.

• #11 new_expire_covid: this one does not have an email template. It is linked with activating and deactivating the Temporary Closure module.

By clicking the links below, you will go to that specific Automatic Email to see how to set it up correctly.

• Birthday
• Roster reminder
• Overdue toy
• Membership Expired
• Membership due to expire
• Reservation reminder
• Duty due reminder Note: there is a further two duty due reminder templates, first and second. These were created for libraries to set up multiple reminders. Click the above Duty due reminder link for further explanation
• Member expired go to resign
• Due to expire membership with a negative balance
• Toy due soon reminder
• Member Statement

The post Setting Up Automatic Emails appeared first on MiBase New Zealand.

What is a shortcode you ask? Well, a shortcode is a specific code that lets you do nifty things with very little effort. It allows you to add or embed specialised content to your email. The shortcode will automatically select the relevant information from within your database.

Pick up all information automatically from your system or database that you have setup

Below is the list of generic shortcodes that you can use and examples of how they appear in the emails. The key thing to remember when typing a shortcode into an email is that you have to use brackets around the specific word.

Shortcode list

For specific shortcodes related to specific automatic emails, please follow the below links to see them
Overdue Toys shortcodes
Toys Due Soon shortcodes
Reserved Toys shortcodes
Roster Reminder shortcodes
Member Statement shortcodes

Otherwise, here is a list of all the generic shortcodes you can use:

How to add shortcodes to an email

An example is the login email. All the words in brackets are shortcodes.

and the result is:

Follow this link to find out How to send bulk emails to your members.

The post Using Shortcodes in Emails appeared first on MiBase New Zealand.

The default setup is 90 days, so the members will receive the email 90 days before the membership expires.

Email template

The first important step is to create/modify the email template called ‘negative_balance’.

Go to Setup -> Email Templates and click edit.

Then change the content in the email

You can add any generic shortcode you like to the email, for example, in the above template, you can see [longname] or [libraryname].
Follow this link to view our full list of shortcodes.

Negative balance shortcode

For the member to see how much they are owing on their account you will need to ensure the shortcode $[balance]  is added with the dollar sign before it as shown above. It will look like this:

After saving the email, go to Setup -> Automatic Email and activate the cron job.

This type of automatic email will only be sent once.

Administrator Report

Every time MiBaseNZ sends an email, the toy library admin will receive the REPORT in an email, like this

As you can see from the Members List there are 4 members who are due to expire in 12 days BUT only 2 with a negative balance.

The post Due to Expire with Negative Balance – Automatic email appeared first on MiBase New Zealand.

The default setup is 2 days, so the member will receive the email 2 days before the due date.

Email template

The first important step is to create/modify the email template called ‘toy_due_soon’.

Go to Setup -> Email Templates and click edit.

Then change the content in the email

You can add any generic shortcode you like to the email, for example, in the above template, you can see [longname] or [email_library].
Follow this link to view our full list of shortcodes.

Toy Due Soon Shortcodes

For the list of toys due soon inside the email you can use these specific shortcodes:

• [toyslist_due_soon_pieces]

• [toylist_due_soon]

• [toyslist_due_soon_small]

• [toyslist_due_soon_very_short]

• [toyslist_due_soon_detailed]

After saving the email, go to Setup -> Automatic Email and activate the cron job.

This type of automatic email will only be sent once.

Administrator Report

Every time MiBaseNZ sends an email, the toy library admin will receive the REPORT in an email, like this

Member Email

This is the email that the member will receive.

Toy on loan list

In our toy on loan list, the member Hulk Banner has 4 toys on loan, 1 is overdue and only 2 of them are due back in 2 days, so he will receive the email with only 2 toys in it like the example above.

The post Toy Due Soon – Automatic email appeared first on MiBase New Zealand.

• Resigned members are members whose memberships have been expired for some time due to moving or no longer interested.
• Locked members are members who have potentially stolen toys or have not paid their fees.

These members cannot be deleted. They need to be kept for historical reasons as they are still linked to toys history such as loans and missing pieces or transactional history which needs to be kept for at least 5 years.

All members on this page WILL NOT appear in the Members Stat page, Members List page or the Mem. Expired page. They will also not receive any automatic or bulk emails.

This list shows you the member’s details such as account balance, their duty situation if they are a duty member or the reason for their not active status.

To see the full list of resigned or locked members, go to Member -> Not Active

You can see from the list below the following information for each member.
In the top right corner above the table, you can see in black the total number of resigned and/or locked members and in blue the total number of children.

• id: the member’s id number.
• FullName
• Change Status: to re-activate the member, select from the dropdown menu. They will appear back in the Member’s List when you refresh the page.
• Date Joined
• Email address
• Mobile/Phone numbers
• Membership type
• Reason: you can add a reason for the member to be locked or resigned. To do this you will need to go to the member’s detail page, select Edit and at the bottom, there is a box to type in a reason for locking or resigning the member.
• Balance: this is the member’s account balance. If it is red, it means the member is owing money.
• RosterDue: this lists the number of duties the member is owing. If the number is red, the member owes duties. If the number is negative, the member has completed more duties than expected.

To view the member’s full list of details, click on the blue View button.

To sort or filter the list, click the arrows next to the heading you want to sort or filter the list by or type in the search boxes underneath the headings.

You can also download the list to PDF and/or Excel by clicking the Export to PDF or Export to Excel buttons. This will export the full list, not a filtered list. If you want to download a filtered list, export to excel and sort or filter through there.

For members to appear in the Not Active list, you can manually change the status of the member on the Member Detail page or you can activate MiBaseNZ‘s cron job for  Resigned Members where after a number of days the membership has expired, an email will be sent to the member and their details will be automatically removed from the Expired Members list to the Not Active list. To set this up go to Resigned Members – Automatic Email.

The post Not Active Members page appeared first on MiBase New Zealand.

Email Template

The first important step is to create/modify the email template called ‘go_to_resigned_members’.

Go to Setup -> Email Templates and click edit.

Then change the content of the email

You can also add any generic shortcode you like to the email, for example, in the above template, you can see [longname] or [libraryname].
Follow this link to view our full list of shortcodes.

After saving the email, go to Setup -> Automatic Email and activate the cron job.

This type of automatic email will only be sent once.

Administrator Report

Every time MiBaseNZ sends an email, the toy library admin will receive the REPORT in an email, like this

The post Resigned Members – Automatic Email appeared first on MiBase New Zealand.

The information on this page does differ from the Members Stat page. It does also contain almost the same information as the Members List page however the members’ list is for current members only.

To see the full list of expired members, go to Member -> Mem. Expired

You can see from the list below the following information for each member.
In the top right corner above the table, you can see the total number of expired members.

• id: the member’s id number
• FullName
• Expired: the date the membership expired
• Mobile/Phone numbers
• Email address
• Membership type
• Balance: this is the member’s account balance. If it is red, it means the member is owing money
• RosterDue: this lists the number of duties the member is owing. If the number is red, the member owes duties. If the number is negative, the member has completed more duties than expected
• OnLoan: this is the number of toys the member is currently hiring out. As the member is expired and technically shouldn’t be hiring toys, the number will be red

To edit or update the member’s details, click on the pink Edit button.
To view the member’s full list of details, click on the blue View button.

To sort or filter the list, click the arrows next to the heading you want to sort or filter the list by or type in the search boxes underneath the headings.

You can also download the list to PDF and/or Excel by clicking the Export to PDF or Export to Excel buttons. This will export the full list, not a filtered list. If you want to download a filtered list, export it to excel and sort or filter through there.

You can also access this list of expired members via the homepage.

When a membership is about to expire or has expired, you can set up Automatic Emails that MiBaseNZ will send to the members overnight to let them know. To set up these emails go to Due to Expire – Automatic Email and Membership Expired – Automatic Email.

You can also decide how long you want your members to stay on the expired list before being moved to the Not Active list as mentioned at the beginning. MiBaseNZ has set up an automatic email for Resigned Members which you can activate if you would like to use it. The default number of days this email is set for is 365 days after the membership has expired however you can edit this when you set it up. To set this up go to Resigned Members – Automatic Email.

The post Members Expired page appeared first on MiBase New Zealand.

There are three due to duty automatic emails you can use and they have been created so multiple reminders can be sent over a time interval of your choice.

The default setup is different for each but can be changed to whatever you choose so members will receive the emails so many days before the membership expires.
For example, the first can be sent 90 days before, the next 60 days before and the last 30 days before.

Email Template

The first important step is to create/modify the email templates called ‘due_to_duty’. Each template is the same so you may need to make slight changes to align with the order they are sent, entirely up to you.

Go to Setup -> Email Templates and click edit.

Then change the content in the emails

You can add any generic shortcode you like to the emails, for example, in the above template, you can see [longname] or [libraryname].
Follow this link to view our full list of shortcodes.

After saving the emails, go to Setup -> Automatic Email and activate the cron jobs.

Make sure the email template matches the correct cron job.

This type of automatic email will only be sent once.

Administrator Report

Every time MiBaseNZ sends an email, the toy library admin will receive the REPORT in an email, like this

The post Due to Duty – Automatic email appeared first on MiBase New Zealand.

The default setup is 3 days, so the member will receive the email 3 days before the reservation date.

Email template

The first important step is to create/modify the email template called ‘reserve’.

Go to Setup -> Email Template and click edit.

Then change the content in the email

You can also add any generic shortcode you like to the email, for example, in the above template, you can see [firstname].
Follow this link to view our full list of shortcodes.

Reserve list shortcodes

For the list of reserved toys inside the email you can use these specific shortcodes:

• [reserve_list]

• [reserve_list_detailed]

After saving the email, go to Setup -> Automatic Email and activate the cron job.

his type of automatic email will only be sent once.

Administrator Report

Every time MiBaseNZ sends an email, the toy library admin will receive the REPORT in an email, like this

Member Email

The member will receive an email like this

Reservation List

As you can see in the Reservation List, the member Hulk Banner has 2 toys reserved for the 07-07-2020 (as shown in the email above) and the member Captain America has 1.

The post Reservation Reminder – Automatic email appeared first on MiBase New Zealand.