Correspondence and Mail Merge

Communication is at the core of every relationship. To develop a rapport with your members, it is important that you have positive interactions with them on a regular basis. Clubware 2.0 has a suite of correspondence tools that simplify the process of communicating with your members, whether it is individually or en masse.

You cannot underestimate the power of personalization. Your members would appreciate even something as simple as being addressed with their first name. You can send e-mails to individual members quickly from the Clubware 2.0 member screen. For bulk messages, you can still customize letters and e-mails using the mail merge feature. Mail merges allow you to send your message to an unlimited number of recipients, ensuring that each member receives the same information with their appropriate contact details.

Communication at the different stages of your client’s membership ensures that they remain engaged. A welcome letter is quite customary for new members and this should be supplemented with follow-up messages at set intervals. The Clubware 2.0 Correspondence templates make sending routine e-mails convenient for you. With a template set-up, you can be assured that your members receive all the necessary information no matter who is sending out the message.

Keeping track of the desired contact points with members is not as demanding as you would imagine. You can instantly add follow-up activities to your diary to match your correspondence and prompt your staff to action. A notification can be set to appear when the member scans in, to indicate that they have an activity due in the coming days. The activity will also be visible to the assigned staff member on the Activities screen and the My Workday screen. This helps your staff organise their workload and stay on top of their member contact duties.

Consistency is key. In the Clubware Correspondence Designer you can insert your logo, add your club details, format text, add bullet points, design tables and add images. This allows you to maintain a professional look with coherent branding throughout all your correspondence, including written letters, e-mails and SMS.

Establishing enduring relationships with your members is essential for building a successful health club. Creating opportunities for positive interactions with your members needs to be supported by an integrated communications strategy. This could very well be what sets you apart from the competition.