Club Email Addresses
There are a few unique qualities to email addresses that belong to the club. Theoretically, they can belong to a different person every year.
This makes things a little difficult in Majestri if you have to keep changing committee members' email addresses when they step down. It'd be great if instead there could be a central register of all club email addresses that could be 'leased' to committee members for the duration of their service in the position associated with that email address.
Funny you should say that - just read on.......
Design Philosophies
At the core of it, we wanted to create a central register of club email addresses that could be leased to people on a temporary basis. This approach accurately reflects how a club's set of email addresses work - people only get to use them while they are fulfilling a role at the club.
One thing we really need to make clear is that Majestri does not host club email accounts. It is not a part of our service. If you are looking to have a set of dedicated club email accounts (ie. president@, treasurer@, secretary@) then it may be worth engaging with whomever you purchased your club domain name from. They may be able to give you a package deal (domain name + email accounts).
The main purpose of the leasing is that people who are in possession of a club email address out of the register can then use that as a 'reply address' for any outgoing communications from the system.
Prerequisites
The approach of centralising your club email addresses is certainly one we recommend, as it is much easier to transition from year-to-year with any committee change-over you may have.
Before you heard about this, you were probably just recording club email addresses against somebody's user record in Majestri. Essentially, this all needs to be undone before you can switch over to this method. The two are mutually exclusive - if you plan to register a club email address centrally, then it cannot be set against anybody's permanent user record.
There will be a little bit of pain to make sure that this holds true, but we do have a recommended approach.
- Start with your list of club email addresses that you want to add into the central register.
- Use the People Search screen and enter a club email address into the search field. If you find any matches for that club email address, then you need to jump into that person's record and replace the club email address with their personal one.
- Repeat this process for each email address until you are confident that nobody in the club has a club email address recorded against their account.
Once done, you're ready to create your register.
Creating Your Email Address Register
On the Administration tab in the Control Room locate the button labelled Club Email Addresses.
There are a couple of settings that need to be plugged in first up. Click the Club Email Settings button at top right.
The first thing that needs to be set is the domain name that all email addresses belong to. This can either be a proper domain name, or if you all use Gmail addresses, then you can enter 'gmail.com'. Currently, we do only support the entry of one domain name.
Once set, you can go through and add each email address. Let's take a quick look at the screen controlling options for each email address.
The first field is obviously the name of the email account, but the second section of the screen lets you specify who is going to be 'leasing' that email address. There may be multiple people that send emails from within Majestri that require replies to go to a central club account, so we allow you to specify up to 5 people who can do that. There is a subtle difference between having one, or more than one, person leasing an email address:
If only one person is using the club email address, then they can interchangeably use their personal or club email address to log into the system. If more than one person is assigned the email address, then each of those people must use only their personal email address to identify themselves to the system.
Obviously, if more than one person are using an email address, we can't tell who is logging into the system, which is something we really need to know.
Troubleshooting
During this transition period, some of your committee members may report access issues getting into the system or seeing the Control Room. This will invariably be to do with usage of the email address. It's likely that somebody may still have it recorded as their permanent email address.
For general issues to do with accessing the system, please consult our guidance: