How do I use an audience list to send an email?

Once you have built and saved an audience list, you can use it as the recipient list when sending a once-off or automated email. This means you can reach a precisely filtered group of contacts in a few clicks, without setting up your audience from scratch each time.

This article covers how to select an audience list when sending both a once-off email and an automated (recurring) email.

In the Back Office, click Communications in the left-hand menu to expand it. You will see two options:

Once off email: send a single email to a group of contacts on a specific date.

Automated emails: set up a recurring email that sends automatically on a schedule you define; for example, weekly, fortnightly, or monthly.

When composing either type of email, you will be prompted to select recipients. The recipients dropdown contains two types of list.

System lists

System lists are maintained automatically by Clubforce. They are always available as recipient options and update in real time as your club data changes. You cannot edit them. The system lists available are:

All: every contact in your club database.

Members: all contacts with a membership registration across all statuses.

Lotto Players (Active): all contacts with an active playslip in the next upcoming draw.

Lotto Players (Expired): all contacts who once held a lotto ticket but currently have no playslip in an upcoming draw.

Audience lists

Audience lists are lists you have built and saved yourself using the Search page. These give you precise control over who receives your email, based on any combination of filters you chose when building the list; for example, adult members in arrears, parents of juvenile players in a specific Connect group, or contacts who purchased a particular shop item.

If you have not yet created an audience list, see: How do I create an audience list?

If you want to send one email to a created audience list, select Once off email. On the compose screen, click the Recipients dropdown and select the audience list you want to use.

You can select more than one list at a time. The system will combine them and remove any duplicate contacts automatically, so no one receives the email twice.

Once-off emails are well suited to Static lists; a fixed snapshot of contacts at a point in time. When you select a Static list, the recipient count you see on screen is the exact number of people who will receive the email, with no changes between now and when you send.

If you want to send a recurring email to an audience list, select Automated emails. This screen shows all active and past recurring emails your club has set up. Click Compose to create a new one.

On the compose screen, select your audience list from the Recipients dropdown and set your schedule: start date, end date, and frequency.

Automated emails are where Dynamic lists become particularly powerful. Because a Dynamic list re-evaluates its membership every time an email sends, the right contacts receive it automatically as your club data changes. You set it up once and the list does the ongoing work for you.

For example: a Dynamic list of members with an expired membership, set as the recipient of a monthly automated renewal reminder, will automatically include anyone who has newly lapsed since the last send, and drop anyone who has since renewed. The email stays relevant without any manual effort.