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Cyclist's riding in a group
Cyclist's riding in a group

How to create and send group emails using the Group Toolkit

It is possible to use the Toolkit to send emails to predefined lists of members, such as: all members in the groups’ postcode area, ride leaders and lapsed members.

Note: Members are not able to autonomously send emails unless they are granted the role Group Email Authoriser by a member of Cycling UK staff. Instead, initial emails are queued for manual inspection and approval by Cycling UK staff. After a small number of emails have been passed for transmission then the member can be granted the Group Email Authoriser role and can immediately send future emails without manual inspection or delay.

To send an email:

  1. Ensure that you have the Communications Officer permissions for the group.
  2. Login to https://groups.cyclinguk.org.
  3. Locate the group’s home page.
  4. In the bottom-right of the group’s home page there is a purple administrative box called Manage this group where you find a link for Group email.
  5. Click this link and complete the page:
    1. Email Audience – this is who the email will be sent to
    2. Banner Image – this is an image that appears at the top of the email
    3. Subject – the subject of the email
    4. Body – add text, links and basic formatting just like any other email
    5. Stories – a highlighted piece of content within the email
    6. Email Footer - add text, links and basic formatting
    7. Attachments – add PDF, Word or Excel files to the email
    8. Reply To Email Address – emails are sent from noreply@cyclinguk.org by default but you can override this if you want to receive replies
  6. You can then set the Status of the email:
    1. Draft – the email will neither show on the website nor be sent
    2. Draft – send test email (to myself) – the email will be saved and a copy sent to the email address associated with your website account
    3. Ready to send – this shows the email is ready to send:
      1. if the user has the additional Group Email Authoriser role (set by Cycling UK National Office Staff) then the email will be sent straight way.
      2. if the user does not have the additional role then the email will need approval by someone with that permission or somebody at National Office.
    4. Sent – this is set by the website after the email to indicate successful transmission