# Send newsletters

Write a newsletter, choose who receives it, preview it and send it to members.

Source: https://docs.champagne.dev-ukab.fr/en/guide/staff/newsletters

The **Newsletters** section lets you write an email once and send it to all your members
or to a group of them. This page shows how to write a newsletter, check how it looks,
choose its recipients and send it.

## 1. Open the Newsletters section [#1-open-the-newsletters-section]

In the left menu, select **Newsletters**. The list shows each newsletter with its
subject, when it was last edited or sent, and its status.

<figure>
  <img src="/images/guide/staff/newsletters.png" alt="Newsletters section with a New newsletter button outlined in orange, a Sending is not configured warning and one Draft newsletter, Autumn tournament: registrations are open, with its edit date and the Tournament players tag." width="1280" height="800" />

  <figcaption>
    The Newsletters section of the example club Ukab Clubs, with one draft for the tournament
    players. New newsletter, outlined in orange, starts a new draft.
  </figcaption>
</figure>

Below the subject, each line shows the tags it is sent to. A newsletter for all members has no
tag.

| Status      | What it means                                               |
| ----------- | ----------------------------------------------------------- |
| **Draft**   | The newsletter is being written. Only your team can see it. |
| **Sending** | The emails are on their way.                                |
| **Sent**    | Sending is over. The newsletter can no longer change.       |
| **Failed**  | Sending stopped. Open the newsletter to see why.            |

### Notices about sending [#notices-about-sending]

A notice at the top of the list and of each newsletter tells you when sending needs attention:

| Notice                                     | What it means and what to do                                                                                                                                                                   |
| ------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Sending is not configured**              | Email sending is not switched on for your Champagne installation yet. You can still write drafts. Contact your Champagne provider.                                                             |
| **Set up a sending domain**                | Your club has no sending address yet. A club administrator sets one up: select **Open newsletter settings**.                                                                                   |
| **The sending domain is not verified yet** | The sending address is waiting for its verification. Select **Open newsletter settings** to check it. See [Club settings](/en/guide/admins/club-settings#send-newsletters-from-your-own-address). |
| **Test environment**                       | This installation is for testing. Newsletters only go to the addresses listed in the notice, or &#x2A;*Newsletters are not delivered to anyone.** Members outside the list receive nothing.    |

When no notice shows, sending is ready.

## 2. Write a newsletter [#2-write-a-newsletter]

Select **New newsletter**. Champagne creates a draft and opens it. To continue a draft,
select it in the list. The form sits on the
left and the **Email preview** on the right.

<figure>
  <img src="/images/guide/staff/newsletter-editor.png" alt="Newsletter draft Autumn tournament: registrations are open, with Recipients set to the Tournament players tag and 1 subscribed member, the Subject, Preview text and Message fields on the left and the rendered email on the right." width="1280" height="800" />

  <figcaption>
    The example draft announcing the autumn tournament, with its email preview.
  </figcaption>
</figure>

1. Enter the **Subject**, the title members see in their inbox.
2. Enter a **Preview text**: the short line most inboxes show after the subject.
3. Write the **Message**. Use the buttons above the box to add a **Heading**, **Bold**
   or **Italic** text, a **Link**, a **Bulleted list** or **Numbered list**, a
   **Quote**, a **Divider**, an **Image** or a **Button**.
4. Select **Save** at the bottom of the form.

The preview updates as you type and shows the email as members will receive it, with
your club's name at the top.

## 3. Choose the recipients [#3-choose-the-recipients]

By default, **Recipients** is set to **All members**. To write to a group only, select
**Choose tags** and tick one or more tags. The newsletter then goes to members who have
at least one of these tags. Select **Add** to pick more tags, or select the cross on a tag
in the field to widen the audience again.

<figure>
  <img src="/images/guide/staff/newsletter-tags.png" alt="Tag menu open below Recipients, with a search field, the Founding member, Juniors and Tournament players tags, Tournament players ticked, and a Manage tags link." width="1280" height="800" />

  <figcaption>
    Choosing the tags of the example tournament newsletter. The control to use is outlined in
    orange.
  </figcaption>
</figure>

The line below the field counts the members who will receive it, for example
**3 subscribed members**. Only members with a current membership receive newsletters.
Members who unsubscribed, and **Banned** or **Disabled** accounts, are left out. **Suspended**
members still receive them.

> Tags are labels you put on member profiles in **People**, such as "Juniors" or "Tournament
> players". To create one from here, type its name in &#x2A;*Search or create a tag…** and select
> **Create**: the tag is added to your club and to this newsletter. See [Tags, notes and
> notifications](/en/guide/staff/member-tags-and-notifications#1-label-a-member-with-tags).



## 4. Test and send [#4-test-and-send]

When sending is set up and the draft has a subject and a message:

1. Select **Send test** to receive the newsletter yourself first. Tick up to five
   addresses of your club's team, select **Send test** and check the email in your
   mailbox.
2. Select **Send**. A window asks you to confirm the number of recipients, for example
   &#x2A;*Send to 3 recipients?**.
3. Select **Send** in that window. Unsaved changes are saved first.

> Once sent, a newsletter cannot be edited or recalled.



After sending, open the newsletter to follow its delivery: how many emails were
**Delivered**, **Bounced** back, **Unsubscribed** or **Marked as spam**. **Not sent** counts
the emails that could not leave.

If sending stops, the newsletter shows **Failed** and a **Sending failed** notice with the
reason. You can then correct it and select **Send** again.

To remove a draft you no longer need, open it and select **Delete**. The &#x2A;*Delete this draft?**
window says the draft will be permanently deleted. Select **Delete draft** to confirm, or
**Cancel** to keep it.

## 5. When a colleague edits the same draft [#5-when-a-colleague-edits-the-same-draft]

If someone else saves the draft while you have unsaved changes, a **This newsletter changed**
window opens:

* **Reload** shows their version. Your unsaved changes are lost.
* **Keep editing** keeps your text. When you save, it replaces their version.

When you have no unsaved changes, the draft updates on its own.