Emails

The goal for every shift is to action and clear all emails in the inbox. Aim to have the inbox emptied by the end of your shift.

Important Emails: If an email contains information the team should refer back to, copy and paste it into the Communications Booklet for future reference.
Member Emails: All emails from members must be copied and pasted into their individual member profiles. This ensures a clear record of communication in one place. After pasting the email into their profile, archive it (do not delete) so we have a backup if needed. This is important - don't forget to add to their profile.
Lead Submission Emails from Cody: Any email from Cody with the subject line "Lead Submission" refers to a new inquiry from the website.
- If the person is not already in the system, create a new Lead profile.
- Copy and paste the email content into their profile notes.

Always respond to leads and members through GymFlow. If you respond via Gmail (in rare cases), be sure to also copy and paste that reply into their profile for continuity.

Adding Template Emails

Navigate to Templates:

Go to GymFlow > Marketing > Templates > Create Template.

Create the Template:

Write or copy the email content into the template editor.
Important: Use right-click > Paste as plain text to ensure proper formatting.

Maintain Dynamic Fields:

Do not edit or remove placeholders like ${User First Name} or other dynamic fields.
These placeholders automatically populate with the member's details when the email is sent.

Save the Template:

Double-check formatting and content before saving the template.

Sending Template Emails

There are two options for sending emails to members via GymFlow:

Via Member Profile:
- Access the member's profile from the user list.
- Click the email button in the top-right corner of the profile.
- Choose the relevant email from the template dropdown menu.

2. Send Bulk Email

Filter users as needed > select all (left hand side) > email template (right hand side).

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