Create your own email template

No toy library and how it operates is the same. For this reason, MiBaseNZ has given toy libraries the ability to create and save their own email template.
This email template can only be used and sent from Bulk Emails. It cannot be set up and sent as an Automatic Email.

The first important step is to create your email template.

Go to Setup -> Email Template and click the turquoise Add New button at the top right of the page.

Add new email template

Then choose and add the name, heading and content of the email.

  • Template Name: must be simple, short with no spacing. If you want to add two or three words for the name use an underscore(_) as space. For example, renew_mem_family
  • Subject: heading for the email
  • Message: add whatever content you would like the email to be about

New email template

Click Save.
A Success message will appear underneath the Save button.

Clicking OK will take you back to the Email Templates page where your email template will appear in the list.

Test Email

It will also appear in the Email Template dropdown menu under Bulk Emails.

Go to Members -> Bulk Emails

 

Bulk Emails – how to use them

MiBaseNZ’s Bulk Emails is a wonderful way to send a specific email to all your members, to just a few or even just to one. These emails can only be sent to your active members (this includes expired members) so you can choose to send to your non-expired members, to your expired members or to all these members.

MiBaseNZ has a selection of Bulk Emails you can choose from and change to your library’s liking or you can create your very own.

To see the list of emails and find out how to send them, go to Member -> Bulk Emails.

Where to find Bulk Emails

 

Before sending an email, there are steps you need to follow which are clearly shown on the page.

Step 1

Choose the email template from the dropdown menu.

The template will be automatically added to the subject and message box shown below.
In the example below, the Login email was selected. Check what is written, you can make changes here as well if you need to.
Note: These changes won’t save once the email is sent. To make the changes permanent you will need to go back into the email template under Setup and save them there.

Step 2 of sending bulk emails

 

Step 2

Select the members you wish to send the email to by filtering/selecting from the dropdown menus. As you select from the dropdown menus, the list of members underneath will automatically adjust each time to show the filtered list.
If you do not want to filter your members by one of the options, just leave it blank.

  • Membership: this dropdown menu contains a list of your library’s memberships as well as the option of filtering your members by who has toys on loan, who has missing parts today or all members with missing parts
  • Member Status: you can choose all members (expired and non), expired members or just non-expired members
  • Date: will always show the current day’s date
  • Search String: you can type in a search if you know what you are looking for, for example, a member’s name
  • Template: this is where you choose the type of bulk email you would like to send in Step 1.
    By clicking the links below, you will go to that specific Bulk Email to see how to set it up correctly
    Bulk Email – generic template you can change to your liking
    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
    New_Member – Welcome email for new members
    Renew_Membership – like the welcome email but for members renewing their membership
    Newsletter – template you can use specifically for your library’s newsletters
    You have the option of Creating your own email template. If you do, it will be listed here as well.
  • Show All / Select All: once you have finished filtering your list of members, if you would like to send the email to all these members, click the Select All button.
    If you only want to send to some of these members you will need to check the box next to each members’ name in the list.
    If you want to see the full unfiltered list of all your members, click the Show All button.

 

Step 3

This is where you can add attachments to your email if you would like to.
Click the Choose File button to find and add your attachment. As you can see you can add up to four attachments.

Adding attachments to a bulk email

Step 4

Check all the steps above. If you are happy with the email and selected members then click Send Email.

Send email button

Email Result

An ‘Email Result’ page will appear with the email template sent and a Success message confirming the list of members the email had been sent to. See the example below,

Confirmation of email sent

New Password – Bulk email

When an administrator or volunteer decides to reset their password on the login page, they will automatically be sent this email with their new login details.

To create/modify this email template, go to Setup -> Email Template, type in ‘password’ as shown below, and click the yellow Edit button.

Then change the content in the email.
You can also add any generic shortcode you like to the email. Follow this link to view our full list of shortcodes.

New password email template

Click Save.
A Success message will appear. Clicking Go Back will take you back to the Email Templates page.

Success message

Member Transaction – Bulk email

This email will allow you to send to all your active members (expired and not expired) the last three months of their transactions or their full list of transactions depending on the shortcode that you use.

The first important step is to create/modify this email template.

Go to Setup -> Email Template, type in ‘member_transaction’ as shown below, and click the yellow edit button.

Email Template

Then change the content in the email.

Member Transaction email template

Click Save.
A Success message will appear. Clicking Go Back will take you back to the Email Templates page.Success message

 

Specific Shortcodes

For this particular email, you need to choose from two specific Member Transaction shortcodes:

  • [member_transaction] – will give you a list of the last 3 months of transactions
  • [member_transaction_all] – will give the entire list of transactions.
    Remember, for some members, this list will be very long!
    Instead of sending this email, we suggest you activate the Transaction page in the Member Website. Follow this link to see how to Activate the Transaction page

Both shortcodes will provide a list of transactions in a table format as seen below. The list will vary in length depending on which shortcode you use.

As you can also see above, some generic shortcodes have been used, [firstname] and [balance]. You can add any generic shortcode you like to the email. Follow this link to view our full list of shortcodes.

 

Transaction List

Member transaction for the last 3 months

Members Login – Bulk email

If you are using MiBaseNZ’s Member Website, then you will need to use this bulk email. This email provides members with their user name and password so they can log into their Member Website account. When a new member signs up, you can either send this email through the Bulk Email page or you can select the green Send email login to Member button on the Member Detail page.

member login button

The first important step is to create/modify this email template. Go to Setup -> Email Template, type in ‘login’ as shown below and click the yellow edit button.

Member Login template

Then change the content in the email. As you can see, a few shortcodes have been used. The two key ‘must-have’ shortcodes for this email are [username] and [pwd]. Otherwise, you can add any generic shortcode you like. Follow this link to view our full list of shortcodes.

Member login email

To add the correct Member Login URL, follow the instruction:

  1. Select the text that will become an URL
  2. Click the insert link icon (the chain)
  3. In the pop up don’t add anything, just choose “Member website” from the last dropdown
  4. You will now see the correct dynamic URL, click SAVE
     

 

Then click Save on the Email template. A Success message will appear. Clicking Go Back will take you back to the Email Templates page. Success message  

Result

Missing Pieces – Bulk email

This email can be sent if a member has returned toys and pieces have been found missing.

Before you send the email however you must record the missing piece and allocate the member to it.
To learn how to do this follow this link Recording Missing Pieces
Follow this link to view the Missing Pieces page

Once this is done, you can send the email. This email will also list any previous missing pieces recorded against this member so it also serves as a reminder.

 

Email Template

Once you have recorded the missing piece, the next important step is to create/modify this email template.

Go to Setup -> Email Template, type in ‘missing’ as shown below and click the yellow edit button.

Missing parts template

Then change the content in the email.

Missing Parts email

Click Save.
A Success message will appear. Clicking Go Back will take you back to the Email Templates page.

Success message

 

Specific Shortcode

For this particular email, you need to use the shortcode [missing] as seen above. This will list all the missing pieces allocated to the specific member.

You can also add any generic shortcode you like to the email. Follow this link to view our full list of shortcodes.

 

Member Email

This is the email that the member will receive.

Missing pieces email

Membership Renewal – Bulk email

This email is sent after a member renews their membership with your toy library. You will quite likely not send this email through the Bulk Emails page as MiBaseNZ has a setting that allows you to send the email automatically or provides a Send Renew Membership Email button.

To set up this setting go to Setup -> Administration, type in ‘auto_renew_email’ as shown below and click the yellow edit button.

Auto renew email setting

If you would like the email to be sent automatically when the membership is renewed, change the setting to Yes otherwise leaving it as No, you will see the yellow email button Send Renew Membership Email after you renew the membership.

Once you have done this the next important step is to create/modify this email template.

Go to Setup -> Email Template, type in ‘renew’ as shown below and click the yellow edit button.

Renew Membership template

Then change the content in the email.
You can also add any generic shortcode you like to the email. Follow this link to view our full list of shortcodes.

Renew Membership email

Click Save.
A Success message will appear. Clicking Go Back will take you back to the Email Templates page.

Success message

Update Member Details – Bulk email

This email is a great way to ask members to review their personal details and reply with any details that need to be corrected.

The first important step is to create/modify this email template.

Go to Setup -> Email Template, type in ‘member_update’ as shown below and click the yellow edit button.

Member update email template

Then change the content in the email.
As you can see, quite a few shortcodes have been used. You can add any generic shortcode you like to the email depending on what information you would like to know. Follow this link to view our full list of shortcodes .

Member update email

Click Save.
A Success message will appear. Clicking Go Back will take you back to the Email Templates page.

Success message

Welcome New Members – Bulk email

This email is sent after a new member joins your toy library. You will quite likely not send this email through the Bulk Emails page as MiBaseNZ has set up a green Send Welcome Email button in two other  ‘more user-friendly’ locations:

  1. when a new member has been added by admin and the details are saved, this button appears along with the Success message
  2. in the Member Detail page next to the Edit button
    Send Welcome Email button

 

 

 

 

 

The first important step is to create/modify this email template.

Go to Setup -> Email Template, type in ‘new_member’ and ‘welcome’ as shown below and click the yellow edit button.

Welcome email template

Then change the content in the email.
You can also add any generic shortcode you like to the email. Follow this link to view our full list of shortcodes.

Welcome email template

Click Save.
A Success message will appear. Clicking Go Back will take you back to the Email Templates page.

Success message