Email Campaigns FAQs

This FAQ answers common Email Campaigns questions for Member365 administrators. Navigation and available options can vary by permissions and configuration.

How do I create Email Campaign Templates?

When would I use this? Create a template when you want to reuse an email design for future campaigns.

1. In the Administrator Dashboard, open Email Campaigns → Create Campaign.
2. Enter a campaign name and subject, then click Continue.
3. Choose Select under Create New and build the design in the campaign editor.
4. Click Save as Template, enter a distinct template name, and click Save. Save as Draft and Save & Continue save the campaign, not a reusable template.
5. Start a new campaign and confirm that the saved template appears among the choices before relying on it.

To reuse or copy a template, start a campaign with it, edit the design, and choose Save as Template with a new name when a separate version is needed.

How to Create Email Campaign Templates

How do I send a Test Email?

When would I use this? Send a test before a campaign goes to its audience so you can inspect the delivered message.

1. Open or create the campaign in Email Campaigns and finish its content.
2. Click Send Test at the top of the editor and enter the test recipients’ email addresses, separated by commas.
3. Open the received message on the devices and email clients you expect members to use. Check links, images, merge fields, formatting, and the sender details. Fix any issue and send another test before the live send.

How to Send a Test Email

How do I create a Copy of a Previously Sent Email Campaign?

When would I use this? Use this when you need to create a Copy of a Previously Sent Email Campaign. For example, a communications administrator may need this answer to send reliable campaigns and understand delivery results.

This article will guide you through creating a copy of an email campaign that has previously been sent out.

1. Login to your Member365 Administrator Dashboard.
2. On the top bar, hover over ‘ Email Campaigns ‘ and click ‘ Reports ‘.
3. Find the name of the campaign you would like to copy, either by typing its name in the ‘Find an Email Campaign’ search bar or by locating it in the list, and click the twin-papers icon next to its name.
4. In the ‘Copy Email Campaign’ window that pops up, enter a name for the new campaign in the text box, then click ‘ Confirm ‘.
5. You will find yourself in the Email Campaign creation interface; all the details will remain the same as the previous campaign, with the exclusion of the new title you just provided and the recipients of this email, which you will have to specify for this new campaign. The content will remain the same, unless you choose to change it.

View the complete step-by-step guide.

How do I export an Email Campaign Analytics Report?

When would I use this? Use this when you need to export an Email Campaign Analytics Report. For example, a communications administrator may need this answer to send reliable campaigns and understand delivery results.

This article will guide you through exporting an analytics report measuring specific statistics related to an email campaign. There are two different report types: a unique opens report and a click report. These two reports must be exported as separate files, on a per-campaign basis.

1. Log in to your Member365 Administrator Dashboard.
2. On the top bar, hover over ‘ Email Campaigns ‘ and ‘ Reports ', then click ' Analytics '
3. Search for, and click on, the name of the campaign whose reports you would like to create.
4. The page will default to the ‘ Unique Opens ‘ tab. Scroll down and enter a date range in the ‘From’ and ‘To’ date picker fields if you would like to analyze a specific time period, then click ‘ Export to Excel ‘ to save the report as a spreadsheet.

View the complete step-by-step guide.

How do I use the Email Campaign Editor?

When would I use this? Use the campaign editor to arrange rows and content, preview the message, and save a reusable design.

1. Open Email Campaigns → Create Campaign, enter a campaign name and subject, and click Continue.
2. Choose Select under Create New. In the editor, drag a layout from Rows and add text, images, buttons, and other modules from Content.
3. Preview and send a test email. When the design should be reusable, click Save as Template, name it, and save it.

Save as Draft and Save & Continue save the campaign itself; they do not create a template. The detailed editor guide illustrates row and content controls, while the template guide gives the current save flow.

Email Campaign Editor

Create Email Campaign Templates

How do I appeal a hard bounce without deleting the contact?

When would I use this? Use this when you need to appeal a hard bounce without deleting the contact. For example, a communications administrator may need this answer to send reliable campaigns and understand delivery results.

Clearing a hard bounce removes the delivery suppression after verification; it does not delete the contact record. If the appeal is approved, the hard-bounce status is removed while the contact record remains in Member365.

1. Confirm the email address with the contact.
2. Send a message directly from your own email account to the address that bounced.
3. Ask the contact to reply so you have evidence that the mailbox is valid.
4. Save a screenshot or attach the reply.
5. Submit a Member365 Support ticket with the address and the evidence.
6. Wait for Support to verify the mailbox and confirm whether the hard bounce can be cleared.

View the complete step-by-step guide.

Why does a mailing address become a map link after an email is sent?

When would I use this? Use this when does a mailing address become a map link after an email is sent and you need to understand the cause or correct the setup. For example, a communications administrator may need this answer to send reliable campaigns and understand delivery results.

Some recipient email applications automatically recognize physical addresses and turn them into map links. If the address is not linked in the Member365 editor or preview, Member365 has no setting that can reliably disable this recipient-side behavior. The campaign remains unlinked in Member365, although some recipient applications may still display the address as a clickable map link.

1. Open the campaign and confirm that no hyperlink is applied to the address in the editor.
2. Send a test email to more than one email application or device.
3. Compare the received copies with the Member365 preview.
4. If the map link appears only after delivery or only in certain applications, treat it as automatic address detection by the recipient’s email client.

How do I edit an email campaign that is scheduled but not yet sent?

When would I use this? Use this when you notice a change is needed after scheduling a campaign but before its delivery time.

Before you begin: Confirm the campaign still appears under Pending Delivery. Once it has been sent, this procedure no longer changes recipients' copies.

Steps in Member365:

1. On the administrator dashboard, open Email Campaigns > Pending Delivery.
2. Find and click the scheduled campaign's name.
3. Make the necessary edits and follow the on-screen prompts to save or reschedule the campaign.
4. Return to Pending Delivery and check its scheduled delivery details.

Expected result: The queued campaign reflects your changes before it sends.

Test before going live: Preview the content and send a test email if available, then check the intended schedule and recipient list.

What happens next? The campaign uses the recipient list as it stands when delivery runs, so additions to a dynamic list before sending can receive the email.

View the complete step-by-step guide.

How do I share a sent email campaign as a link?

When would I use this? Use this when you want to post a newsletter on your website or social channels while preserving the formatting and links of the sent campaign.

Before you begin: Send the campaign and decide whether its contents are suitable for anyone who receives the link. The link shows the campaign as a browser page.

Steps in Member365:

1. Open Email Campaigns > Reports > Analytics.
2. Search for the sent campaign by name.
3. In its options, select the link icon.
4. Copy the browser link from the window and add it to your website, social post, or message.

Expected result: People opening the link see the email campaign in a browser with its original formatting.

Test before going live: Open the copied link in a private browser window and check images, buttons, and destination links.

What happens next? Keep the link in a newsletter archive or share it with people who missed the original email.

View the complete step-by-step guide.

Why does my email campaign still show “Your Logo,” and how do I use our own logo?

When would I use this? Use this when a campaign preview still contains a placeholder logo, even though your organization’s logo is configured in Member365. For example, a communications administrator preparing a newsletter wants the correct branding in every delivered copy.

Before you begin: Have the approved logo image and access to the campaign editor. The logo set under Configuration → Organization Profile is used for system-generated messages; it does not automatically replace an image placeholder in an email campaign.

Steps in Member365:

1. Open the campaign or a reusable campaign template in Email Campaigns.
2. In the editor, select the image showing Your Logo. Replace it with your organization’s approved logo using the Image content control.
3. Preview the desktop and mobile layouts, then use Send Test to inspect a delivered copy.
4. For future campaigns, save the branded design with Save as Template and select that template when starting the next campaign.

Expected result: The campaign shows the uploaded logo in place of the placeholder. Saving the design as a template lets you reuse it.

Test before going live: Check the actual test email, including image display and spacing, before choosing recipients or scheduling delivery.

What happens next? New campaigns using a different template may still contain its own placeholder; select the branded template or replace the image there too.

View the complete step-by-step guide.

View the complete step-by-step guide for templates.

How do I change the background colour of one section in an email campaign?

When would I use this? Use this when a headline or other section needs a different background from the rest of the campaign. For example, a communications administrator is matching a newsletter heading to the organization’s brand colour.

Before you begin: Have the approved colour value, such as a hexadecimal code, and identify the row and column containing the content. An image’s own colours can look different from the column background even when the background code is correct.

Steps in Member365:

1. Open the campaign or template in the Email Campaign Editor.
2. Select the Rows tab, then click the row containing the section to change.
3. In the row settings, choose the appropriate column, such as Column 1, and set Column background to the approved colour.
4. Preview the campaign, then use Send Test and inspect the received email before delivery.

Expected result: The selected column has the chosen background without changing unrelated sections.

Test before going live: Compare the received test on desktop and mobile with the approved design. If it looks different from a logo, check the logo image’s own colour separately.

What happens next? Save the campaign or template after confirming the result; recheck any copied design before its next send.

View the complete step-by-step guide.

How do I make an email campaign button download a document?

When would I use this? Use this when an email should offer a file through a button, such as a registration guide or agenda.

Before you begin: Open the campaign in the email editor and have the file ready. The button’s Link File action uses Member365’s File Manager.

Steps in Member365:

1. On the editor’s Content tab, drag a Button into the email.
2. Select the button. In its Content settings, find Action and click Link File beneath the URL field.
3. In File Manager, click Upload for a new file or find an existing one, then click Insert.
4. Confirm the button’s URL field is populated and save the campaign with Save as Draft or Save & Continue.

Expected result: A recipient who clicks the button downloads the selected file.

Test before going live: Send a test email, click the button, and open the downloaded file on a typical recipient device.

What happens next? If the button is clickable but does not appear correctly in the test email, contact Member365 Support with the campaign and email client details.

Attach a file to an email campaign · Add a button.

Do I need to split a large email campaign into smaller lists to avoid spam filters?

Direct answer: No. You can send one Email Campaign to the full eligible recipient list; you do not need to divide the list solely because of its size. Member365 sends campaign messages in batches of 250 approximately every five minutes, so a campaign to 3,000 contacts can take about one hour to finish sending.

When would I use this? Use this when preparing a newsletter or other Email Campaign for several thousand contacts and deciding whether list size requires separate sends.

Before you begin: Confirm that the recipients are eligible and have the appropriate email consent. List size alone does not determine whether a message reaches the inbox; sender authentication, message content, recipient-server rules, consent, and bounce history also affect delivery.

Steps in Member365:

1. Open Email Campaigns → Create Campaign and prepare the campaign for the full eligible recipient list.
2. Preview the content and use Send Test before sending to the full audience.
3. At Delivery Schedule, choose Immediately or Schedule for Later, then select Send Email Campaign or Schedule Email Campaign.
4. Allow enough time for Member365 to process the batched delivery; larger audiences take longer to finish.
5. After delivery begins, open Email Campaigns → Reports → Analytics to review recipients and campaign results.

Expected result: Member365 processes the full campaign in controlled batches without requiring you to create several smaller recipient lists.

Test before going live: Send a test to approved addresses on more than one email provider, check the content and links, and confirm the authenticated sender details.

What happens next? If messages are filtered or rejected, review the campaign content, domain authentication, bounce details, and recipient-server rules instead of assuming the list was too large.

Create a Basic Email Campaign · Guidelines on Bypassing Email Spam Filters · Troubleshoot Email Delivery

Word document in an email: If you want recipients to open a Word document, convert it to PDF first, upload the PDF to File Manager, and link the file from the campaign button or file-link control. Send a test and open the PDF from the received message before scheduling the campaign.

What should I do when an email soft bounces?

When would I use this? Use this when a message is temporarily rejected and recipients may miss a campaign.

Before you begin: Check the bounce reason; a soft bounce differs from a permanent hard bounce.

Steps in Member365:

1. Open the campaign's delivery or bounce report and inspect the affected message and reason.
2. Check for oversized content, full mailboxes, temporary server failures, or filtered links.
3. Correct the underlying issue and follow the dashboard's soft-bounce clearing process when available.
4. Monitor later delivery and ask support for help with repeated bounces.

Blocked entries: Member365 may retry a temporary soft bounce for a limited time. Once an address is soft-blocked, later mail is not sent to it until the underlying issue is fixed and its soft bounce is cleared in the Email Bounce Report. A hard block needs a separate validity review rather than routine clearing.

Expected result: Member365 retries soft bounces for a limited period; clearing a blocked soft-bounce entry may allow another delivery attempt.

Test before going live: Send a small test after the underlying issue is fixed and verify it arrives.

What happens next? Do not treat a retry as proof of delivery; watch for repeated failures.

Understanding Soft Bounces in Member365 and How They Affect Email Delivery

How do I email a filtered set of existing contacts from a spreadsheet?

When would I use this? Use this when a field such as postal-code prefix is easier to filter in an export than in a campaign's recipient picker.

Before you begin: Every email address in the imported list must already belong to a Member365 contact; review consent before sending.

Steps in Member365:

1. Export the relevant contacts and filter the spreadsheet to the desired criteria.
2. Copy the matching email-address column.
3. In the campaign's recipient step, choose Import a List.
4. Name the list, select its visibility and supported consent type, paste the addresses, then click Import List and Continue.
5. Review the recipient count before sending.

Expected result: The campaign targets matching existing contacts; importing the recipient list does not create new contact records.

Test before going live: Compare a few known contacts and the recipient count with the spreadsheet, and send a test campaign.

What happens next? Refresh the filtered export for later campaigns because contact addresses and eligibility can change.

Creating and Importing Mailing Lists for Email Campaigns

How do I delete an uploaded file from the Email Campaign File Manager?

When would I use this? Use this when an obsolete or incorrectly uploaded document should no longer be available for campaign links or buttons.

Before you begin: Confirm the exact filename so you do not remove the current version.

Steps in Member365:

1. Open Email Campaigns → Create Campaign.
2. Enter a temporary campaign name and subject, click Continue, and select a template.
3. Add or select a Button, then choose Link File in its content settings.
4. In File Manager, find the unwanted file and click its trash-can icon.
5. Click Delete to confirm.

Expected result: The file is removed from the Email Campaign File Manager.

Test before going live: Reopen File Manager and confirm the intended file is gone while the replacement remains.

What happens next? Check existing campaign links separately; removing a file can break links that still point to it.

How to Remove a File from an Email Campaign

Why does a contact’s Email Subscriptions section show more than signup forms?

When would I use this? Use this when a contact record lists campaign audiences that you do not recognize as public signup forms.

Before you begin: Signup forms and administrator-imported campaign lists are different, but both can appear in a contact’s email-subscription history.

Steps in Member365:

1. Open the contact record and review Email Subscriptions.
2. Compare each unfamiliar name with the lists previously imported for email campaigns.
3. Confirm whether the contact’s email address was included in that imported list.
4. Review the contact’s consent before changing any audience or subscription information.

Expected result: Imported campaign lists are identified separately from signup forms, explaining why extra names appear on the contact record.

Test before going live: Check a known contact from the same imported list and confirm the same list name appears.

What happens next? Update the campaign audience only when appropriate; do not remove or assign consent without a valid basis.

Creating and Importing Mailing Lists for Email Campaigns

Does unsubscribing from a signup-form campaign affect only that list?

When would I use this? Use this when planning multiple signup forms and deciding how to explain the unsubscribe link to subscribers.

Before you begin: A signup-form audience is not a separate campaign-wide opt-out boundary. Respect the contact’s consent choices; do not restore consent merely to put someone back on a list.

Steps in Member365:

1. Open Email Campaigns → Sign-up Forms and review the relevant form and audience.
2. Review the contact record’s Email Subscriptions and consent status before preparing a campaign.
3. Send a test campaign and inspect the unsubscribe link and advisory.
4. When a contact unsubscribes, check their consent before sending another campaign.

Expected result: Using the unsubscribe link opts the contact out of email campaigns generally, not just that signup-form list, as confirmed by Support.

Test before going live: Check the wording of your footer and test the unsubscribe journey with an authorized test contact.

What happens next? Use the member’s preference options where available, and obtain a valid new consent basis before changing an opt-out.

Email Signup Forms · Email Consent in Member365

Why does Member365 show a welcome or renewal email as sent when the recipient did not receive it?

When would I use this? Use this when Member365 confirms that an automated message or test was sent, but the recipient cannot find it in their inbox.

Before you begin: A sent message and an inbox delivery are not the same result. Member365 does not have a single Sent folder for all system emails, so review the intended recipient’s contact history. Email Campaigns have separate analytics.

Steps in Member365:

1. Search for the contact in the Administrator Dashboard and open their record.
2. Open Communication & File Log → Emails, then click View All Emails to look for the welcome email, renewal reminder, receipt, or other automated message.
3. For an Email Campaign, check the eMarketing tab or open Email Campaigns → Reports → Analytics.
4. If the message is logged, ask the recipient to check their junk folder, blocked-senders list, and available mailbox storage.
5. Send the same test to an address on a different email domain. If that copy arrives, ask the affected recipient’s IT team to review its receiving-server filters and DMARC, SPF, and DKIM authentication rules.
6. If the message still cannot be accounted for, contact Member365 Support with the message type, send date and time, and recipient address so the delivery result can be reviewed.

Expected result: You can confirm whether Member365 logged the message and determine whether the next investigation belongs in Member365 or with the recipient’s email provider.

Test before going live: Use an authorized test contact and compare delivery to addresses on two different email domains.

What happens next? If the receiving server rejected the message because of a DMARC policy, the recipient’s IT team must correct or adjust the receiving-domain configuration. Do not repeatedly resend until the rejection reason is addressed.

Check if an Email Was Sent · Troubleshoot a Member Who Is Not Receiving Email · Learn About Domain Authentication

Can I delete the built-in email campaign templates or organize them into folders?

When would I use this? Use this when you want your own campaign layouts to be easier to find among the supplied templates.

Before you begin: Identify which templates your team created and which were supplied with Member365.

Steps in Member365:

1. From the Administrator Dashboard, open Email Campaigns → Campaign Templates.
2. Review the available layouts and use Modify to edit a template you own, if needed.
3. Delete only a template your team created if you no longer need it. Built-in templates cannot be deleted, and template folders are not currently available.
4. When creating a campaign, choose your own template rather than an unused built-in layout.

Expected result: Your usable templates remain available without relying on folders or deleting defaults.

Test before going live: Open a new draft campaign and check that the intended template appears.

What happens next? Review your team’s custom templates periodically to remove obsolete copies.

Edit an Email Template · Create Campaign Templates

How do I change the mailing address in my email campaign footer?

When would I use this? Use this when campaign templates still show an old office or mailing address.

Before you begin: Confirm the correct organizational mailing address and review any required unsubscribe text.

Steps in Member365:

1. From the Administrator Dashboard, open Configuration → Organization Profile → Organization Information.
2. Update the organization’s address and click Update organization profile.
3. If the footer also contains custom text, open Email Campaigns → Settings → Unsubscribe Message, edit it, and click Save.

Expected result: New campaign previews use the corrected organization address and footer text.

Test before going live: Preview a campaign and send a test to check its footer on desktop and mobile.

What happens next? Review saved templates separately for manually typed addresses; previously sent emails do not change.

Postal code in the unsubscribe message: If the postal code is missing from custom footer text, add the supported {clientzipcode} tag under Email Campaigns → Settings → Unsubscribe Message, save, and inspect a test email.

Organization Profile · Email Campaign Footer

How do I stop an email campaign that is queued to send?

When would I use this? Use this when you scheduled a campaign and need to cancel it before delivery.

Before you begin: Confirm it still appears in Pending Delivery. Once released for sending, cancellation cannot recall delivered email.

Steps in Member365:

1. From the Administrator Dashboard, open Email Campaigns → Pending Delivery.
2. Find the campaign and click the arrow icon beside it.
3. Review the prompt and click Confirm to cancel it.

Expected result: The campaign no longer appears as pending delivery.

Test before going live: Check the pending queue and review the campaign report to see whether any send occurred.

What happens next? If delivery already began, check the report and prepare a correction message if needed; deleting a template will not recall sent mail.

Cancel a Pending Email Campaign

Where can I find email campaigns that were already sent?

When would I use this? Use this to review an earlier newsletter or check its delivery and engagement after sending.

Before you begin: Know the campaign name or approximate send date and have access to email campaign reports.

Steps in Member365:

1. From the Administrator Dashboard, open Email Campaigns → Reports.
2. Search the list of past campaigns by name.
3. Click the campaign to review its report, including opens, clicks, and unsubscribes.
4. To inspect the complete message a particular contact received, open that contact’s record and review their eMarketing history.

Expected result: You can inspect a campaign’s report and find the actual sent message in a recipient’s contact history.

Test before going live: Open a known sent test campaign and check that its name and send details match what you expect.

What happens next? If you want to reuse a message, use the separate copy-previously-sent campaign workflow; check links and audience before resending.

View Past Email Campaigns · Copy a Previously Sent Campaign

How do I include a video in an email campaign?

When would I use this? Use this when you want recipients to open a video from a campaign.

Host the video on a video platform and link to it from the campaign. The video opens from the email; it does not play directly inside the email message.

Steps in Member365:

1. Upload the video to a video platform and copy its shareable URL.
2. In the email campaign editor, place an image or video block where recipients should click.
3. Add the hosted video URL to that block’s link or action setting, then send a test email and click the image or preview.

Expected result: Recipients can open the hosted video from the campaign link.

What happens next? Check the hosted video’s viewing permissions so recipients can watch it.

Attach a Video Link to an Email Campaign

How do I make an email address clickable in a campaign?

When would I use this? Use this when a campaign asks readers to contact an email address and clicking the address should open their email app.

In the campaign editor’s link settings, use the E-mail link type for an address. Placing an email address in a URL field with an http:// protocol can create the wrong kind of link.

Steps in Member365:

1. Select the text or button that should open the recipient’s email app.
2. Open Edit Link and select E-mail under Link Type.
3. Enter the destination address, save the link, and send a test email.

Expected result: Clicking the link opens a new email addressed to the configured mailbox.

What happens next? Check punctuation after linked text in the test email so it is not unintentionally included in the link.

How do I find contacts who opted out of email?

When would I use this? Use this before reviewing a campaign audience or investigating why a contact is not eligible to receive organizational email.

Open the Email Consent report and filter its consent status. Review both expressed and implied consent when those apply to your organization.

Steps in Member365:

1. From the Administrator Dashboard, open Reports → Email → Email Consent.
2. Choose the Expressed Consent or Implied Consent tab.
3. Use Select Consent Status → Opted Out and inspect the resulting contacts.

Expected result: The report shows contacts in the selected consent category and status.

What happens next? Check individual consent records before treating every row as an explicit opt-out; the report’s status view may also include contacts with no recorded consent.

View Email Opt-Out Records

Should I use a sign-up form or an imported email list for new subscribers?

When would I use this? Use this when website visitors should subscribe over time and become an audience for email campaigns.

Before you begin: A sign-up form collects subscribers continuously; an imported list is a snapshot and does not gain later sign-ups automatically. Review consent before emailing anyone.

Steps in Member365:

1. Open Email Campaigns → Sign-up Forms and select or create the form for your newsletter.
2. Embed its website integration code or share the sign-up form, then check its subscriber count and list.
3. When creating a campaign, choose the sign-up form as the recipient audience. Use the envelope action from the form list if available.
4. If you imported addresses as a separate list, create a new imported list when you need to add addresses to that snapshot.

Expected result: New form submissions join the sign-up form’s audience without editing an imported list, and sign-up alone does not grant Member Portal access.

Test before going live: Submit a test subscription and check both the subscriber list and recipient selection in a draft campaign.

What happens next? Use the sign-up form audience for future sends and respect consent and unsubscribes.

Email Signup Forms · Embed a Sign-Up Form

Where do I edit the email consent disclaimer shown on membership forms?

When would I use this? Use this when the consent statement appears during membership application but is not in the category's application form or directory form.

Steps in Member365:

1. Open Email Campaigns → Settings → Subscribe Message.
2. Edit the email consent statement and save.
3. Test a membership application to confirm the displayed consent wording.

Expected result: The consent disclaimer reflects the saved Subscribe Message.

Related Guide article

Why do links in my sent email campaign fail to open?

When would I use this? Use this when a link looks correct in the editor but does not open from the delivered email.

Steps in Member365:

1. Edit the affected email campaign.
2. Check each hyperlink's target URL and include its full https:// prefix.
3. Send a test email and open every link from the delivered message before sending the campaign.

Expected result: The tested links open their intended pages.

Related Guide article

Why is the Sign-Up Date blank for some subscribers?

When would I use this? Use this when the Sign-Up Subscribers report shows contacts without a date.

Steps in Member365:

1. Open Email Campaigns → Reports & Analytics → Sign-Up Subscribers.
2. Check whether the contact subscribed through the sign-up form or was imported or added manually.
3. Test the sign-up form with a new address and compare its report row.

Expected result: A normal sign-up through the form records the opt-in date; imported or manually added contacts may not have that sign-up date.

Related Guide article

Why does a campaign sent from an outside email domain fail DMARC checks?

When would I use this? Use this when a recipient server rejects campaign mail because the From domain is not authenticated.

Steps in Member365:

1. Check the From address on the campaign and the domain authenticated for Member365.
2. Use an address on the organization's authenticated sending domain.
3. If that domain is not authenticated, arrange its DNS authentication with the domain administrator and Member365 Support, then test delivery.

Expected result: Campaigns use a sender address aligned with the domain configured for sending; changing DNS alone does not authenticate an unrelated third-party From domain.

Related Guide article

Will an opted-out contact receive a newsletter if they remain on its list?

When would I use this? Use this when reviewing a campaign recipient list that includes someone who opted out of email.

Steps in Member365:

1. Check the contact's email consent or subscription status.
2. Review the campaign's recipient list and consent settings before sending.
3. Use a test and delivery report if you need to troubleshoot a particular recipient.

Expected result: A contact who opted out is filtered from the email campaign even if their address remains on the list.

Related Guide article

How do I undo a change in the Email Campaign Editor?

When would I use this? Use this when you changed content in the editor and want to reverse the last action.

Before you begin: The editor does not provide a dedicated Undo button.

Steps in Member365:

1. While still in the editor, press Ctrl+Z on a PC to undo the previous edit.
2. Review the content before saving or leaving the page.

Expected result: The most recent editor action is reversed when the keyboard shortcut applies.

What happens next? The browser Back button can leave the editor and lose unsaved changes; do not use it as Undo.

Use the Email Campaign Editor

How do I notify members when I publish a new event?

When would I use this? Use this when an event is ready and you want to invite members to register.

Before you begin: Creating an event does not automatically send a new-event announcement.

Steps in Member365:

1. Publish and test the event, then copy its registration link.
2. Create an Email Campaign for the intended member audience.
3. Include the event details and registration link, send a test, and schedule or send the campaign.

Expected result: The intended recipients receive an announcement with a working route to event registration.

What happens next? Do not rely on an automatic New Event email template that is not available in the system.

Create a Basic Email Campaign

Will unsubscribing from a campaign also stop renewal reminders?

When would I use this? Use this when a contact opts out of marketing but still needs transactional membership notices.

Before you begin: An unsubscribe removes consent for non-essential email; individual notification preferences can be managed in the Member Portal.

Expected result: Email Campaigns and workspace discussion notifications require consent, while essential system messages such as membership renewal reminders, login details, receipts, and event registration confirmations can still be sent.

What happens next? Have the contact review My Account → Email Notifications for available signup-form and workspace preferences. Respect an unsubscribe for non-essential outreach.

Email Consent in Member365

Why don't pasted email recipients appear in campaign analytics?

When would I use this? Use this when email addresses were added directly to a campaign but do not appear alongside contact-level open, click, or unsubscribe records.

Additional or pasted recipients without a Member365 contact record do not appear in the contact-level analytics report. If you need to track those people in campaign reports over several sends, create or import contact records for them first, with the appropriate email consent, then send to those contacts. Review unsubscribe and consent status before each send; do not infer delivery or permission from a missing analytics row.

Export Email Campaign Analytics

Can I add custom questions to an email sign-up form?

When would I use this? Use this when embedding a newsletter sign-up on a website and you need to collect more than the available subscriber fields.

Email Campaigns sign-up forms let you show the available built-in fields and choose which are mandatory, but they do not support adding arbitrary questions. To collect custom answers, create a Web Submission Form in Modules → Forms and use its public link or website integration options.

Steps in Member365:

1. Open Email Campaigns → Sign-up Forms and review the fields the sign-up form offers.
2. If those fields are enough, choose which to display and require, then use the provided website code.
3. If custom questions are required, open Modules → Forms → Create → Web Submission, add the questions, and test the submission and follow-up workflow before embedding it.

Expected result: The chosen form collects the information you need without promising custom questions in the email sign-up tool.

Email Sign-up Forms · Create a Web Submission Form

Can I edit the page shown after someone unsubscribes?

When would I use this? Use this when your organization wants different wording on the unsubscribe confirmation page.

Before you begin: This page is separate from the campaign footer's unsubscribe advisory; administrators cannot edit its text themselves.

Steps in Member365:

1. Write the exact wording you want on the confirmation page.
2. Send the requested wording to Member365 Support for the change.
3. After Support updates it, use a safe test message or preview to check the displayed text.

Expected result: Support can update the confirmation page wording; changing the campaign footer alone will not change that page.

Test before going live: Check both the footer link and the confirmation message after the update.

What happens next? Keep the approved wording for later revisions.

Will a contact on two recipient lists receive my campaign twice?

When would I use this? Use this when selecting multiple groups or lists for one email campaign.

Before you begin: A contact can appear in more than one selected recipient list.

Steps in Member365:

1. Build the campaign and select the intended lists. You can select sign-up form subscribers and saved member lists together without creating one combined list.
2. Review the recipients and send a test campaign if the audience has changed.
3. Send the campaign once after checking the content and audience.

Expected result: Member365 sends one copy of that campaign to a contact who is on multiple selected lists.

Test before going live: Check the campaign analytics and a test recipient in both lists if you need to validate a particular send.

What happens next? Keep overlapping lists when they serve different reporting or targeting needs.

How do I put an image between paragraphs in an email campaign?

When would I use this? Use this when a newsletter section needs an image in the middle of its text.

Steps in Member365:

1. Open the campaign in the email editor and split the paragraph into two text blocks at the intended image position.
2. Insert an image block between those text blocks and select or upload the image.
3. Adjust spacing and send a test to check the desktop and mobile layout.

Expected result: The image appears between the two portions of text without trying to embed a separate block inside a paragraph.

Test before going live: Open the test message in the email clients your audience uses.

Where do I edit the email subscription lists shown in the Member Portal?

When would I use this? Use this when members see newsletter or topic subscriptions under their communication preferences and you want to edit the choices.

Steps in Member365:

1. Open Email Campaigns → Sign-up Forms in the administrator dashboard.
2. Find the sign-up form corresponding to the subscription name and review its settings and subscriber audience.
3. Edit the form name or configuration as needed; review subscriptions and campaign audiences before removing a form.
4. Sign in as a test member to check the communication preferences display.

Expected result: The sign-up form configuration controls the corresponding subscription option.

Test before going live: Check existing subscriber records and an upcoming campaign before renaming or retiring a subscription.

Email Sign-up Forms

Why does the {URL} field in my email use the non-vanity domain?

When would I use this? Use this when an email template's {URL} merge field inserts the standard site address instead of the configured vanity domain.

Before you begin: The value follows the domain of the administrator site you are signed into when generating the message.

Steps in Member365:

1. Confirm the vanity domain is configured and working.
2. Open the administrator dashboard through that vanity domain and generate a test of the template containing {URL}.
3. Inspect the expanded link before sending a live message.

Expected result: The generated URL uses the vanity domain when the administrator is signed in through it.

Test before going live: Click the link in a received test message and verify the intended site and login route.

Where can I see campaign unsubscribes and build a current opt-out list?

When would I use this? Use this when reviewing unsubscribes or preparing an exclusion list for email campaigns.

Steps in Member365:

1. For a particular send, open Email Campaigns → Reports → Analytics and view or export its unsubscribe information.
2. For a current cross-campaign view, open Lists → Create List and filter by Contacts → Email Opt-Out Status → Opted Out.
3. Save and review the list; it updates as contact opt-out states change.

Expected result: Analytics show the campaign's unsubscribe activity; the saved list shows contacts currently flagged as opted out.

Test before going live: These are different views. Check the report definition and the contact's consent record before treating every opted-out record as an unsubscribe from one campaign.

Email Consent in Member365

Where can I see email campaigns sent to a contact?

When would I use this? Use this when a contact's email log shows system messages but you need to check campaign activity.

Before you begin: The contact email log displays system emails; campaign tracking is organized under each campaign's analytics.

Steps in Member365:

1. Open Email Campaigns → Reports → Analytics.
2. Select the campaign and search its recipient or delivery information for the contact.
3. If you do not know the campaign, review relevant sends by date and audience.

Expected result: You can inspect campaign recipient activity without expecting it to appear in the contact's system email log.

Test before going live: Verify the exact recipient address and the campaign selected.

Why do recipients receive a large email campaign at different times?

When would I use this? Use this when a campaign sent immediately to a large audience reaches monitoring addresses hours apart.

Before you begin: Member365 distributes large campaigns in batches, so delivery is not simultaneous for every recipient.

Steps in Member365:

1. Open Email Campaigns → Reports → Analytics and inspect the campaign's recipient and delivery results.
2. Allow time for the batch to finish and compare the send status and individual recipient information.
3. If an important message is time-sensitive or recipients remain undelivered after the campaign completes, provide Support the campaign and sample recipient details for investigation.

Expected result: A delay between early and late recipients can occur in a high-volume send; analytics help distinguish ongoing distribution from a delivery failure.

Test before going live: Schedule urgent communications with enough lead time and check a representative sample of recipients.

How can I make images in one campaign row appear consistently sized?

When would I use this? Use this when campaign images in adjacent columns look uneven after upload.

Direct answer: The editor does not automatically force images with different aspect ratios and surrounding text into identical display sizes. Prepare images consistently and review the row’s spacing and text.

Steps in Member365:

1. Prepare the source images with matching dimensions and aspect ratios.
2. Review each image’s row margins and padding in the email editor.
3. Where surrounding text changes the column height, adjust the layout or include the text in the prepared image when appropriate.
4. Send a test email and check the rendered row in the intended email clients.

Expected result: Images appear more uniform in the tested campaign layout.

Test before going live: Inspect desktop and mobile test emails; image dimensions alone may not fix uneven columns.

Why is my saved email footer missing from a campaign test?

When would I use this? Use this when the footer is saved but does not appear in a test email.

Direct answer: A support-confirmed cause was that the test contact had not been added to the campaign list. Check the test contact’s audience membership along with the footer setup.

Steps in Member365:

1. Review the campaign footer setting and save it.
2. Add the test contact to the intended recipient list.
3. Send another test and inspect the delivered footer.

Expected result: The test recipient sees the intended footer when the campaign and audience are configured correctly.

Test before going live: Use a controlled test contact before sending the campaign to all recipients.

Can non-members receive email campaigns without Member Portal access?

When would I use this? Use this when newsletter subscribers or prospects should get campaigns without buying a membership or signing into a portal.

Yes. Create non-member contact records with the required name, email address, and email-consent values. A contact does not need Member Portal access simply to receive a targeted email campaign.

Steps in Member365:

1. Create the contacts individually, or prepare a reviewed import sheet with name, email address, and consent values for Support to import.
2. Leave Member Portal access disabled if those contacts do not need to sign in.
3. Add or select the appropriate recipient list and send a test campaign to a consented test contact.
4. Review consent and the final recipient count before sending the campaign.

Expected result: Eligible non-member contacts can receive the selected campaign without being granted portal access.

Can I rearrange or sort my draft email campaigns?

When would I use this? Use this when preparing several campaigns months ahead and trying to find a particular draft.

Direct answer: The draft list can be sorted alphabetically or by creation date. The current draft view does not provide a custom manual order or folders for campaign drafts.

Steps:

1. Open your email campaign drafts from the Administrator Dashboard.
2. Choose the available alphabetical or creation-date sort when reviewing the draft list.
3. Give drafts clear names that make them easy to find in the available sort order.
4. Open the intended draft and confirm its subject, audience, and scheduled send before making changes.

Expected result: Drafts are easier to locate using the available sorts, while their scheduled dates and content remain separate from the list order.