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
đĄ 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.
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.
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.
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.
â ď¸ 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.