Cobot keeps your members and visitors informed with two kinds of email: automated emails that Cobot sends on its own for things like membership confirmations, invoices, and booking updates, and manual emails that you write and send yourself, whether to one member or a group. You can also use Cobot to email your members directly about things like holiday hours or new events.

This guide covers both: which automated emails exist and how to customize or turn them off, and how to send your own manual emails to members and visitors.

Cobot has automated the most common transactional emails to help alleviate the workload surrounding critical actions such as membership confirmation, invoicing, and more. You can edit and customize most of these templates under Customize » Emails.

Many automated emails can be deactivated by unchecking the 'Send this Email' box at the bottom of each template.

A few, though, are core system emails that always send and can't be turned off. Those are marked below and covered in more detail further down.

If there's an email you'd like to deactivate that isn't listed here, or that doesn't have a 'Send this Email' checkbox, reach out to support to ask about it.

*The Event Ticket Purchased email is separate from the Event Published email: it goes out automatically to the visitor who bought the ticket, and admins get a separate notification about the purchase too. Neither is tied to the "email all members when event is published" checkbox, so turning that checkbox on or off won't affect either one.

A handful of emails always go out and don't have a deactivation option, since they're tied to security or to keeping event attendees informed of changes.

Your Cobot email templates are already formatted with all the basic information your members and visitors need. You can easily edit them to add your own flare and additional information like how to reach your space and what to expect once they arrive. Head over to Customize » Emails to get started.

You will see a list of which short-codes will work in each email template below each box.

For example:

Text surrounded by {{#condition}}like this{{/condition}} is only displayed if the condition is true. {{^condition}}don’t show this{{/condition}} does the opposite.

Now that we have that covered, let’s talk about how you can make your emails sound more like you. Once you are in your template, add any additional information you might want to share.

You can further customize your emails by making your text bold, italicized or underlined. You can make Headings, add quotations and also add hyperlinks to easily direct members and visitors to your website or other web based docs.

Just highlight any word and choose from the pop up menu.

Cobot has a free add-on that allows you to set up reminder emails for your members. These automated emails are sent a set number of days prior to the invoicing billing date to remind your members of their upcoming charges.

Check out this guide for more details.

In addition to your automated emails, Cobot has an email feature, built for short, transactional emails. These could be emails written for a specific person or group of people on a non-recurring basis.

Cobot is not meant for Newsletters or longer format emails. We suggest using our Mailchimp or Zapier integrations to set these up.

Regardless of how you send messages, Cobot will email your member directly to the email address they have on file (usually the one they signed up with), and post the message to their activity feed in their member portal.

There are a few ways to send messages to members

Go to Manage » Members » Click on member name » Send Message.

You can also see all of the messages sent to this member from here.

Or, go to Manage » Messages » new message and search the member name in the "To" field.

You can send group emails in a few ways:

Under Manage » Messages » New Message, type in the member names you want to send the group email to in the 'To' field. Click on as many as you like.

If you want to send an email to a specific group of people, like those on a particular plan, scroll down to learn how.

Easily email a group of members, such as everyone on a specific plan, or everyone in your cancelled member list at once.

Most of the emails that are sent to non-members are tied to one of our super awesome external features. Click on the links below to learn more about the email flow for each:

Whenever a non-member utilizes one of the above features, they are added as a Contact. You can manually email any non-member from your contact list. Just click on their name and then the email address on their contact card.

Click here to read more on how the contact list works.

You can see a history of all messages sent to your non-members under Manage » Messages.

Cobot automates the task of invoicing your members for their membership, booked resources, extra time passes, and other types of charges.

It also automates invoicing to your non-members when actions like a booking is made via your External Booking Portal.

Read on to learn more about these features.

By default, Cobot creates invoices for all of your member charges. These include membership fees, booking charges, time passes and booking extras. Invoices are posted to each individuals member portal for easy access.

Invoices are NOT, however, automatically emailed to your members.

For more on invoice settings and how member invoicing works, check out this guide.

There are a number of ways your non-members can receive invoices via email. Usually these are automated after a purchase or booking takes place.

Check out this guide for more on how non-member invoice works.

Cobot is not meant for Newsletters or longer format emails. We recommend Mailchimp or a similar service for sending newsletters and other marketing materials. Newsletter apps make sure your emails get delivered, plus they allow you to track the success of your email campaigns.

Check out our Mailchimp add-on under Add-ons » Mailchimp Newsletters. When active, it immediately adds your members to your MailChimp mailing list.

Check out this guide for more details. Or, check out Zapier to connect Cobot to another Newsletter app.