Members-Systems Help

Help Topic: Organisation Settings for Email

Every organisation registered with Members-Systems usually wants to be able to send email messages.

Email messages within Members-Systems are not sent through our own mail servers, you must enter the details of the servers used by your own email provider, which might be Google Mail, your own email hosting service or a service provided by your ISP.

From time to time, Members-Systems may send out automatic messages to your members and users. These may be membership renewal reminders, licence reminders to your administrators, or notifications of failure or errors encountered by the system. To be able to send such messages, you must enter the SMTP server details which match the administrator's email address. In addition, you can specify that the users of your organisation must use these SMTP server settings if that is your requirement - that setting is usually made when you are using your own domain name for sending emails.

Please note that if there are no SMTP Servers set, you will not be able to send email messages.

How to create your Email Settings

You make these settings from the Organisation Settings page (Organisation Admin|Organisation Settings menu item).

From this page, you can make the changes described below. To make any changes, press the Edit button at the bottom of the page, make any changes to the details that you require, and press the Update button.

Update Administrator's Email Address

On this page, the administrator's email address is displayed. To change it, press the Edit button at the bottom of the page, make any changes to the email address, and press the Update button.

For your own security, the administrator''s email address is not changed immediately. An email message is sent to both the old and the new email addresses to inform both of the new email address. On one of these messages, a link is provided for you to confirm that the new address is correct and valid. If this link is not clicked within 24 hours, the email address change will not be made. Also note that the system does not permit any more than one administrator's email address change within any 24 hour period.

Change the Email batch interval and size

You can limit the load that your email messages make on both our servers and your email provider's servers by making these settings. You can limit both the size of each email batch and the interval at which email messages are sent.

Note that for most organisations, the maximum number of email messages in a batch is 1000 (your email provider may wish you to set a lower limit) and the minimum value for the email batch interval is 10 minutes.

For organisations on our basic licence, the maximum number of email messages in a batch is 10 and the minimum value for the email batch interval is 60 minutes.

Change the SMTP Email Server settings

As described above, you can set an SMTP server for emails from your organisation and from the administrator's email address. In addition, you can specify that this server is to be used by all users in your organisation. The settings that are required for this server are described in Creating SMTP Server Settings.

Change the mailing circulation list settings for all your users

As described in Email Circulation Lists, you can say that an email message can have a circulation list. If you make such a setting here, you can force all messages sent by your organisation's users to have a circulation list - some organisations have such a policy. By leaving this value as '-None', you can allow each email sender to decide whether this is appropriate for their message or not. Note that messages automatically sent by the system on your behalf do not include circulation lists, regardless of this setting.

Edit Organisation Notes

You can also update any notes that you wish to make for your organisation from this page. See Notes for more details.