Wording for once only renewal email

Hello,

I’ve been working on the membership database. I think the renewal script will keep track of when it is last run and only email people who have had their membership expire since the last run, so we don’t send multiple emails to people. Before we start running that I’ve been working on a once only email to go to all previous members to tell them about the new membership system and ask if they want to renew. It is a different wording than the one that will be sent to people who have already been a member under the new system.

Here is my draft wording for the email for feedback/refinement/approval before I send it out:

Hi {{name}},

At some time in the past you have been a member of MakeHackVoid. During 2014 we decided to make MHV membership more accessible and changed our membership to not require payments. To be a member you must agree to our code of conduct and rules ( https://wiki.makehackvoid.com/policy:start ) each year.

We rely on donations to cover the cost of running MHV, but these are voluntary and not required for membership. Please visit https://makehackvoid.com/join/ for more information.

We are sending you this single email to see if you would like to rejoin the community.

If you would like to renew your membership please visit https://members.makehackvoid.com/renew/ and enter the email address this email was sent to - {{email}}.

We hope to welcome you back to MakeHackVoid!

Thanks,
MaHaVo
The MakeHackVoid Robot

thanks,

Brenda

I’m happy with that as-is.

I’m a bit confused as to under what circumstances a member would be sent this email.

I understand doing a once-off email to all those who were members under the old system and have not joined up using the new system.

The way your message is worded, the renewal script would be run on a semi-regular basis (though with a different email message). I don’t understand how a member, under the new system, would have their membership expire - I thought joining MHV is a once-off thing?

When the new membership system was introduced, the idea was that people would renew (for free) each year both to let us track how many ‘active’ members we have and to help keep them aware of the rules and code of conduct.

People can renew at any time, and are considered ‘active’ for 1 year after that renewal. By now most people need to renew.

Maybe we need to change the email to make that clearer?

I wasn’t aware that membership was only valid for one year.

We definitely need to make that clear - I’ve not seen any documentation that mentions the 1 year expiry.

Slightly updated wording for approval - want to send this soon so that we can email “members” about the AGM. This email will go to expired members who’s ‘agreement date’ is less than 2014. The ‘agreement_date’ was set to the old style expiry date. Our new system considers you to be a member if your ‘agreement_date’ is less than a year ago - so quite a few people need to renew, but that will be a different email.

Hi {{name}},

At some time in the past you have been a member of MakeHackVoid. During 2014 we decided to make MHV membership more accessible and changed our membership to not require payments. To be a member under the new system you must agree to our code of conduct and rules (https://wiki.makehackvoid.com/policy:start) once each year.

We rely on donations to cover the cost of running MHV, but these are voluntary and not required for membership. Please visit https://makehackvoid.com/join/ for more information.

We are sending you this single email to see if you would like to rejoin the community.

If you would like to renew your membership please visit https://members.makehackvoid.com/renew/ and enter the email address this email was sent to - {{email}}.

We hope to welcome you back to MakeHackVoid!

Thanks,
MaHaVo
The MakeHackVoid Robot

I’m drafting a renewal email to be sent to people who have been members during 2014.

Is this email ok to send. Would appreciate prompt response - want to send it out.

Here is the draft wording for the ‘renewal reminder’ for members who have probably signed up in the new system (anyone with an agreement date in 2014).

Hi {{name}},

Although our membership does not require payments, to be a member we ask that confirm your agreement to our code of conduct and rules (https://wiki.makehackvoid.com/policy:start) once each year.

You last indicated your agreement on {{agreement_date}} (or in some cases this date was set from the expiry of your previous membership). If you would like to renew your membership please visit https://members.makehackvoid.com/renew/ and enter the email address this email was sent to - {{email}}.

We rely on donations to cover the cost of running MHV, but these are voluntary and not required for membership.

Please visit https://makehackvoid.com/join/ for more information.

We hope to see you at MakeHackVoid again soon.

Thanks,
MaHaVo
The MakeHackVoid Robot

Any changes? Or are both these emails ok to go ahead with?

thanks,

Brenda

Both look great to me! +1

So I got the reminder and followed the instructions. I then got an email saying

Someone (hopefully you!) has requested to renew your MakeHackVoid membership. To update your details and renew your membership, please click on the link below and follow the instructions:
http://members.makehackvoid.com/renew/xxxxxxxxx

Clicking this link I was asked for the email again. Then got a similar email with the same request again, and again…

I investigated and found that the form is attempting to access a site bootstrapcdn.com which is, naturally, blocked. I have a small whitelist.

What does it have to do with MHV? Why should I trust it? I would have thought this simple form does not require outside assistance (but then again I am not a web developer) - to me the form looked just fine and functional in the base, text only form.

cheers

bootstrapcdn.com was blocked for me as well (as AP2P on Amazon EC2 cloud)
when I clicked the link in your post, but it never gets accessed for me
when I go through the renewal process.

I would guess - having cdn in the url - it’s a link forwarder added by
whatever is being used to manage sending the emails out, so referrals and
clicks can be recorded, but like yourself I am not a web developer =)

Renewal process worked flawlessly for me, thanks Brenda!

It’s a link that always loads the latest version of Bootstrap (Twitter’s CSS framework). We didn’t realise it was going to cause issues. I would argue it’s safe to allow that URL.

Please respond if you have particular feelings about it and we can arrange an alternate way to set up your renewal (such as manually) or we can look at hosting the bootstrap files ourself (less desirable).

I will let it through (just this time) [done] but I think it is a good thing to not involve foreign sites whenever possible.

[OT]The way many sites delegate processing to dozen of other urls with no consideration for security or privacy is terrible. And when a problem comes up (in their code), who is responsible, us or bootstrapcdn?[/OT]

@Talsidor, my proxy logs do show a number of ssl connections to bootsrapcdn during renewal…

cheers