Aptify Email Message Templates

VIDEO TRANSCRIPT | Recorded: 2017-02-09 | Verify against current system state

Abstract¶

Demonstrates configuring automated membership renewal reminder emails in Aptify, including setting up views to filter expiring subscriptions, creating message templates, and running process flows. Covers the 60-day before expiration template setup with conditions for auto-renew exclusion, employee filtering, and dues paid through date validation.

Key Procedures¶

• Navigate to Membership > Email Schedules to configure renewal reminder records
• Create views based on subscriptions (not persons) for filtering expiring members
• Configure view properties with subscription end date conditions using getdate + 60 or today + 60
• Add advanced SQL conditions to exclude employees (function ID 11) and renewal email opt-outs
• Link message templates to membership email schedule records
• Run Process Flow ID 76 "Send Members Renewal Reminder Emails" to trigger email sends
• Clone existing views to create 90-day variants by modifying the days value
• Monitor Message Runs records to see recipient count and send status
• Configure subscriber email field (subscriber_email_c) for subscriptions-based sends
• Consider using contact logs instead of message runs for detailed tracking

Notable Statements¶

• 0:00:50 "So what it says is it has a name. Stock defaults to 60 days before expiration."
• 0:01:16 "For the records which are filtered in the view it's going to send this particular message template in the nightly process."
• 0:02:56 "So I'm calling this expiring in 60 days. It's a view of subscriptions, not from persons."
• 0:03:48 "I have two conditions here based on subscription end date. I have hard coded a value of 4127 here but all you would be doing is just putting in get date plus 60 or today plus 60." - DATED
• 0:07:22 "If they are on auto renew this email would not fire for them."
• 0:09:07 "We want to make sure renewal emails exclude is unchecked. And second is we wanted to exclude employees. People with the primary function of employees and the id for that is 11."
• 0:10:22 "Once we have one view setup, it's as easy as cloning this, calling it the 90 day one, changing it to 90 and then saving it."
• 0:13:54 "Every time the email gets sent a new message runs record is going to be created."
• 0:17:49 "Instead of creating a message run we can have it create a contact log. That's a toggle somewhere."
• 0:24:52 "As long as it's within the same day get date plus 60 it's still going to be the same date."

Systems & Configurations¶

Systems Mentioned¶

• Aptify (membership management, views, process flows)
• SendGrid (email delivery)

Specific Configurations¶

Credentials/Access Mentioned¶

• Aptify smart client access required for view and process flow configuration

Errors & Troubleshooting¶

• Error: View triplicated in advanced SQL
• Cause: Unknown interface issue
• Resolution: Cancel and re-enter

• Timestamp: 0:08:44

• Error: NULL primary function not returning results

• Cause: Query only checking for function != 11 excluded NULLs
• Resolution: Added OR condition for function IS NULL
• Timestamp: 0:09:42

Transcript Gaps & Quality Notes¶

• Some questions from participants are partially captured
• Multiple speakers identified but not all named
• Screen share content referenced but not visible in transcript
• Recording ends abruptly with confirmation of stopping