Setting up a Recurring Email for Expiring Memberships

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For this example, we'll set up a Data Viewer query that allows you to automate the process of sending a recurring email to members whose memberships are expiring in the next 90 days.  (This includes memberships expiring at any time within those 90 days.)

1.  Select Data Viewer.
2.  Select Create a new query.  Click Next.
3.  Select to expand Custom Filters. (Generally the last folder in the first column.)
4.  Select Membership Filter.  The Membership Filter contains search terms which are specific to the Membership function.
5.  Enter or select the parameters for your search.  For this example:

  • Expiration Date:
    • Check Membership will expire [exactly/between now and] __ days from now
      • Select between now and from the dropdown.
      • Enter 90 in the text box.
      • Membership will expire between now and _90_ days from now
  • Membership Status:  Select Current.

NOTE:  If you want to target people whose Memberships are expiring in exactly 90 days, select exactly as the parameter for the Expiration Date.

6.  Click Apply Query.  The results of your query will show at the bottom of the page.  You can select to exclude certain members by clicking the checkbox beside a member's name.

7.  Preview Query Results at the bottom of the page.  You can select members to exclude if needed.
8.  Click Next.
9.  You have the option to save the query or the criteria template if you choose.
10. Under Additional Actions, select Send to Email Marketing.
11. Select Custom recurring for the type of email you want to create.
12.  You will be taken to the Email Builder in Email Marketing where you can begin creating your email.  The Choose Recipients step will be already checked as completed, and the distribution list for your email will contain the members you found in your query.  For information on creating a custom recurring email, click here.

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