Kavi® Members Help

Chapter 15. Scheduling Email Notifications
	Part I. Kavi Members Concepts

Chapter 15. Scheduling Email Notifications

Table of Contents

Overview
Example schedules

Overview

Email reminders can be sent to members automatically as memberships move through the membership life cycle. Separate notification schedules are provided for company members, individual members, and company representatives.

Email notification templates

Email notifications are template based and may include instructions on how to create a password, renew their membership, or information about changes made to the member's account. Custom templates and renewal reminders can be added to the email notification schedule. For a list of the Kavi® Members and Kavi® Billing default email templates and the events that trigger them, see How Default Email Templates Are Used. Email templates can be customized using the Edit Templates tool.

Scheduling notifications

Figure 15.1. Example email schedule

Diagram showing automated email notifications going out to members over time.

Example schedules

The example schedules below illuminate some of the ways automated email notifications can be used to keep business processes running smoothly. These are only examples. Automatic email notifications are set up independently for each organization, and may include as many or as few notifications as needed.

Table 15.1. Example membership email notices

Template	Sent	Reason
Membership Moderation Email	On entering the Pending Moderation state to Organization Admin	Alerts the Organization Administrator that a new membership application has entered the moderation queue and needs to be reviewed.
Welcome Email	On becoming current to the Primary Contact	Welcomes the company to the organization and provides getting started tips for participating in organization activities.
New User Signup Email	When a new user is added by signing up as an individual member When a user account application is approved/becomes current	Provides a login link and instructions.
Account Information Review	Six months after becoming current to the Primary Contact	Sends a copy of the member's account information for review and verification. The goal is to encourage members to keep their contact information up to date.
Renewal: Initial Prompt	2 months before expiration to the Accounts Administrator and the Primary Contact	Alerts the member that their membership is about to expire and provides instructions for renewing the membership.
Renewal Reminder	1 month before expiration to the Primary Contact or individual member Only sent to members who have not already renewed	Alerts the member that their membership is about to expire and provides instructions for renewing the membership.
Renewal Reminder: Final Warning	On expiration to the Accounts Administrator and all contacts	Alerts the member that their membership has expired and that their web site access will soon be revoked.

Table 15.2. Example company representative email notices

Template	Sent	Reason
Company Rep Moderation Email	On entering the Pending Moderation state to the Organization Admin and the Company Primary Contact	Alerts the Organization Administrator that a new company representative application for access has entered the moderation queue and needs to be reviewed.
Company Rep Moderation Reminder	Seven days after entering the Pending Moderation state to the Organization Admin.	Reminds the Organization Admin to moderate any application that has been sitting in the moderation queue for a full week.
Welcome Email	On becoming current to the Company Representative.	Welcomes the company representative to the organization and provides getting started tips for participating in organization activities.
New User Signup Email	When a new user is added by signing up as a company rep. When an application is approved/becomes current. When a user is added as a company contact on the Company Signup or Add a Company page.	Provides a login link and instructions.
Account Information Review	Six months after becoming current to the Company Representative	Sends a copy of the company representative's account information for review and verification. The goal is to encourage representatives to keep their contact information up to date, especially their primary email address.


Chapter 14. Membership Renewal		Chapter 16. Issuing Membership Bills