When you need to message lots of members at once, ClubRight has a five-step Group Messages wizard that walks you through choosing recipients, consent, delivery channel, content, and timing. This article walks through the full flow from opening the wizard to finding replies.
Note: bulk messaging is a desktop-only feature. The Owner and Business Mobile apps do not support sending group or bulk messages.
Opening the Group Messages wizard
Click the burger menu in the top left of your ClubRight dashboard
Click Communication
Select Group Messages
Click New Group Message in the top right
Step 1: Choose your recipients
Use the filters to narrow down who you want to message. The recipient count on the right of the page updates live as you adjust your filters.
Include staff members: turn on to include your team members in the send
Membership status: filter by All members, Active, Frozen, Overdue, Expired, Inactive, Prospects, Hot Prospects, Customers, or Starting Soon. Inactive covers members whose membership has been cancelled, so to message expired and cancelled members, select both Expired and Inactive. The filter uses each member's current status, so a member who cancelled one membership but still has another active or frozen membership is not included.
Membership plan: search for and select one or more specific plans
Group: select a member group from the dropdown
More Filters: expand to filter further by:
Gender, Age range and Staff. Staff finds the members who have that person set as their trainer on their profile
Join date, Last seen and Expiry date, each with a from and to date
Sales funnel stage, With tags and Without tags (only shown if your club uses the Sales Funnel or tags)
When you are happy with your recipient list, click Next.
Can I message prospects who enquired between two dates?
Yes. In Step 1 of a new group message, select Prospects under Membership status, then click More Filters and set a Join date range. The join date is the date the person was added to ClubRight, shown as Member since on their profile, so for a prospect it is the date they enquired or were added, not the date they bought anything. The range includes both the first and the last day you choose.
Click the burger menu in the top left
Click Communication, then select Group Messages
Click New Group Message in the top right
Under Membership status, select Prospects. Prospects does not include Hot Prospects, so select both if you want to message all of them
Click More Filters
Under Join date, enter the first date in the left box and the last date in the right box
Check the recipient count on the right of the page, then click Next and continue with Steps 2 to 5
💡 Tip: to message prospects at a particular point in your sales process, for example only new enquiries, use Sales funnel stage in More Filters instead of, or as well as, a join date range.
Can I message only members who use a certain activity (for example squash)?
There's no filter for a single activity in group messages. You can reach these members in one of two ways:
Message the people who have been to that class or activity: open a session of it in your Diary and, on its Activity Details screen, choose Message Previous. This messages members who attended it recently. See Messaging members from the diary.
Tag those members, then filter by the tag: give the members who use that activity a tag, for example Squash. To tag several at once, go to Contacts, open the Members list, click the three-dot menu and choose Add or remove tags. See Custom fields and tagging. Then, in Step 1 of a new group message, click More Filters and choose the tag under With tags.
Can I message everyone who bought a particular product?
There's no product or purchase filter in group messages. Instead, find who bought the product in Reporting, tag those members, then filter your group message by that tag.
Go to Reporting > Accounting > Product purchase detail
Choose the Product, set the date range and the statuses you want, then run the report. It lists each buyer with Member and Email columns, and you can export it
Give those members a tag, for example the product's name. To tag several at once, go to Contacts, open the Members list, click the three-dot menu and choose Add or remove tags
In Step 1 of a new group message, click More Filters and choose the tag under With tags
Can I send one group message to two member groups?
Not by choosing two groups. The Group filter takes one group at a time, and every filter in Step 1 narrows the list further, so a member has to match all the filters you choose to be included. The easiest way to reach two groups in one message is to give everyone in both groups the same tag, then filter by that tag:
Go to Contacts, open the Members list and select the members of both groups
Click the three-dot menu and choose Add or remove tags, then give them all one tag, for example Spring promo
In Step 1 of a new group message, click More Filters and choose that tag under With tags
Each member gets one copy of the message, even if they are in both groups. With tags only includes members who have every tag you enter, not just one of them, so use a single shared tag. Without tags leaves out anyone who has any of the tags you enter.
⚠️ Note: if you send the same message once to each group instead, a member who is in both groups will receive it twice.
Step 2: Choose the consent type
Choose which consent your message is sent under. This determines which members are eligible to receive it.
Club Communication is the default consent type. It covers operational messages to your customers and active members, and does not require marketing opt-in.
You can also create your own consent types for messages that require marketing opt-in, for example a newsletter, a promotion, or a sales update. When a custom consent type is in place, only members who have opted in to that specific consent type will receive messages sent under it. Emails sent under one of your own consent types include an unsubscribe link at the bottom. Club Communication emails don't.
Marketing Email Agreement: if you are sending a marketing email and this is the first time you have done so since November 2025, you will be prompted to read and agree to ClubRight's Marketing Email Terms before composing. A club owner must read and agree to these terms before proceeding. See Marketing Email Agreement for the full guide.
Step 3: Choose how to deliver the message
Pick one delivery channel for your message:
Email: rich HTML message with subject line, images, and formatting
SMS: text message sent to the member's mobile number (requires an active SMS bundle)
Push Notification: instant notification on the member's phone via the ClubRight app
Smart Message: picks a channel for each member, trying a push notification first, then email, then the welcome screen, so the message reaches as many members as possible.
Welcome Screen: displayed on your check-in screen when members arrive at your club. Useful for in-club announcements, event reminders, or promotions visible to everyone who walks in.
Step 4: Compose your message
Use the composer to write your message:
Subject: add the subject line for your message (used for emails)
Body: write your message in the rich-text editor. You can format text, add images, link to external content, and more.
Insert personalisation: add member-specific fields like First name, Membership number, or Title to personalise the message for each recipient. Click More for additional personalisation fields.
The preview pane on the right shows how your message will appear to recipients as you compose.
For messages you send often, you can also set up reusable templates ahead of time. See Creating and managing Saved Replies for more.
Top tip: the subject line is the biggest factor in whether your email gets opened. Keep it short, specific, and benefit-focused.
How do I add a picture to a group email?
Use the Picture button in the message editor. It uploads your picture and places it in the email, so every member sees it in the message.
In Step 4, click Full Screen (the four-arrows icon) in the editor toolbar, so the picture isn't shrunk to fit the editing box
Click in the text where you want the picture to go
Click the Picture button (the picture icon)
In Insert Image, under Select from files, click Choose files and pick your picture. It uploads and appears in the email straight away.
Click Full Screen again to go back to the normal view, then carry on with your message
Use a JPG or PNG no more than 600 pixels wide, and ideally under 500 KB. For more tips, see Customising email templates: overview.
⚠️ Note: don't paste or copy a picture into a group email from another email, document or web page. A pasted picture can be built into the email itself instead of being uploaded. Because a copy of the email is stored for every recipient, one large pasted picture can make the send very slow or stop it going out, and Gmail doesn't show pasted pictures at all.
Step 5: Review and send
The final step shows a summary of your message:
Recipients: the total number of members who will receive the message
Consent: the consent type you selected
Channel: the delivery channel you selected
Choose when to send the message:
Send immediately: the message is queued to go out as soon as you confirm it, usually within a few minutes
Schedule for later: queue the message to go out at a future date and time. See Scheduling messages to send later for more on scheduling.
When you are ready, click Review & Send, then click Send now to confirm.
Can members see each other's email addresses in a group email?
No. A group email goes out as a separate email to each member, with only that member's email address in the To line. No one else's address is included, not even as BCC.
The email shows your club's name as the sender. It's sent from a ClubRight sending address for your club, mail@[yourclub].crmail.uk, not from your club's own email address. Clubs can't change this sending address.
If a member replies, the reply comes into your ClubRight inbox (Conversations, in Communication) and is saved against that member. On some packages, you can also have incoming messages forwarded to an email address of your choice, using Also forward messages to in your Messaging settings.
Saved replies and Smart Workflow emails work the same way: one email per member, sent from the same address. If you use saved replies as email templates, a saved reply simply fills in the wording before you send.
How do I see who my group message will go to, or who it went to?
Before you send a group or bulk message, ClubRight only shows how many members will receive it, not a list of names. After a group message has sent, you can view the recipients by name in its report: go to Communication > Group Messages, click the Sent tab, then click the eye icon (View report) next to the message.
Before you send
The Group Messages wizard shows a count, not the names of the members who will receive your message. On Step 1, the recipient count on the right of the page updates as you change your filters, with a summary of the filters you have chosen. Step 5 and the final Send message? confirmation show the same total.
After you send: who it was sent to
To view the recipients of a group message:
Click the burger menu in the top left
Click Communication
Select Group Messages
Click the Sent tab
Under Actions, click the eye icon (View report) next to the message
The report lists every recipient by name and membership number. For emails, it also shows whether each one was opened, clicked, unsubscribed or bounced. These are only tracked for emails, so for a text message you will see who it was sent to and when. Use Search recipients... to find a particular member, or click a name to open their profile.
⚠️ Note: the eye icon only appears once a message has sent. While a message is still scheduled or queued, a stop icon shows instead, so check back once your message has gone out.
Seeing the list of recipients in Reporting
You can also see who a bulk email or text message was sent to from Reporting > Communications > Bulk Emails. Despite its name, this report also lists group SMS, marked SMS:
Click Reporting
Under Communications, click Bulk Emails
Set the date range to cover when the message was sent, then click Refresh
Click View Report next to the message
Change the Activity dropdown to Sent To to see the list of names
You can also choose Opened or Clicked from the same dropdown to see who did each (emails only).
Unsubscribed lists members who clicked the unsubscribe link in that email but are still opted in to the consent it was sent under, for example because they didn't confirm on the page that opened. Members who completed the unsubscribe aren't listed. To find everyone who has opted out, see Where can I see everyone who has unsubscribed?
Can I export the list of recipients?
The recipient lists in these two reports cannot be exported, but the Messages report can. It lists every message sent in the date range you choose, one row per member, with the type, date, member, subject and status:
Click Reporting
Under Communications, click Messages
Set the date range to cover when your message was sent, then click Refresh
Click Export CSV at the top of the page
The export includes every message sent in that period, not only your group message, so filter the spreadsheet to get the list for one message: by subject for an email, or by the Sms type for a text message, as texts have no subject. The Status column also shows any messages that failed or were not sent because the member had not given consent.
Finding replies
When a member replies to your message, the reply appears in the Conversations section within Communication:
Click the burger menu in the top left
Click Communication
Select Conversations
Use the filters (Unread, Incoming, Starred, Waiting for Reply, Archived) to focus on the conversations that need your attention. Click a conversation to read it, then use Reply to respond directly. For more, see Responding to messages in Conversations.
Have more questions about sending messages?
If you have a question that is not covered here, click the chat button to contact our Customer Success team.