The following are some example emails that you can use to notify your members that you are switching to a new system. Feel free to use and modify these to suit your needs.
Don’t forget to make the necessary replacements, indicated by [brackets] in bold.
Template 1 – For organisations without booking system
Subject: [Organisation name] is switching to a new system
Hello everyone,
Our new member management system, Hello Club, will be going live on [Sunday the 28th of May]. This will replace our existing member registration system and forms.
Through Hello Club, you will be able to:
Renew and pay for your membership or any other outstanding fees
View past transactions and download invoices and receipts
Sign up to classes or events
You will receive an email with instructions on how to setup your account for Hello Club in the next few days. This email will be sent out to the email address we had on file for you.
If you have changed your email address recently, or if you don’t receive an email by the end of this week, please send us your up to date email address.
For any questions or comments, please contact [name] via [email address] or phone [phone number].
We look forward to welcoming you all in Hello Club!
Template 2 – For clubs with an existing booking system
Subject: [Club name] is switching to a new system
Hello everyone,
Our new member management and booking system, Hello Club, will be going live on [Sunday the 28th of May]. This will replace our existing booking system and registration forms.
Through Hello Club, you will be able to:
Renew and pay for your membership or any other outstanding fees
View past transactions and download invoices and receipts
Make online bookings and sign up to classes or events
You will receive an email with instructions on how to setup your account for Hello Club in the next few days. This email will be sent out to the email address we had on file for you.
If you have changed your email address recently, or if you don’t receive an email by the end of this week, please send us your up to date email address.
All bookings made with the current booking system will be valid until [Saturday the 27th of May], so you can keep using it normally up until and including [Saturday].
Any new bookings that you make starting from [Sunday the 28th of May] onward will have to be made using the new booking system. The old booking system will be disabled and any bookings made there from [Sunday] onwards will not be valid.
For any questions or comments, please contact [name] via [email address] or phone [phone number].
We look forward to welcoming you all in Hello Club!