Welcome email
What you’ll achieve: every new member receives a welcome email from your club, in your club’s colours — written for you by the Volley World Robot.
Prerequisites: an active Community or Club PRO plan. If the plan lapses, sending stops.
Read the transcript
A new player joins your club in the Volley World app. The moment you accept them, they get a welcome email from your club. And you don't have to write it yourself in code: the robot writes it.
In the Club Manager, open Marketing, Welcome E-Mail. It's included in Community and Club PRO. Step one: switch it on.
Step two: write it, with the Volley World Robot. Already have your own email template? Paste it in instead. Add your website, if you have one, and click Use my website's colours: the robot picks up your club's colours and logo. Then tell the robot what to write. A proposal is ready, built from your club's name, sports, town and contact. Change anything you like, for example: mention our Tuesday beginners' training.
Click Write my email. About thirty seconds later, it's written, subject and all. You can still edit anything.
Step three: preview it, in your club's colours, on desktop or on phone. All good? Save.
Now every member you accept gets it in their inbox. The robot only sees your club's public details and your instructions, never your members' data: names are filled in when the email is sent.
A warm welcome, in your club's colours. That easy!
How it works
Section titled “How it works”You tell the robot what the email should say, it writes the subject and the email in about 30 seconds, and you see the result straight away in the preview. Change any text right there, ask for another version, save, and switch it on. You don’t need to know any HTML.
When it is sent, and who it comes from
Section titled “When it is sent, and who it comes from”- It goes out when you accept a membership request, not when the request arrives. Someone sitting in your pending list has not been emailed yet.
- It is sent once per member, automatically. There is no send button.
- It arrives from noreply@volleyworldapp.com — that address does not accept replies, so put a real contact address in the email if you want answers (the robot’s proposal already asks for your club’s contact details).
- It is club-wide: one email, set up once, the same for every new member and every organizer who accepts them.
Write it with the robot
Section titled “Write it with the robot”- Open Marketing → Welcome E-Mail.
- Under What should the robot write? you’ll find a proposal the robot made from your club’s details — name, sports, city and contact. Change anything you like: the tone, what to bring to the first training, the training times, who to contact.
- (Optional) Below the instructions you see the two colours the email will use — Volley World colours until you change them. Click Change, enter Your website (optional) and click Use my website’s colours.
- Click Write my email. After about 30 seconds the email appears in the preview below, together with its Subject.
- Want something different? Type it into Ask me for a change… (for example “shorter” or “add the training times”) and click New version. To rework the whole brief, click Edit the instructions and then Write it again.
- Turn the switch next to the title to On and click Save. You’ll see Welcome email saved.
Each club can have the robot write up to 10 drafts per day; the counter next to the button shows how many are left (Drafts today: 3/10). Every attempt counts, including one that fails. The robot writes in the language your Club Manager is set to.
Fine-tune the email yourself
Section titled “Fine-tune the email yourself”- Text: click any text in the preview and type over it. Only the text changes; layout, colours and images stay as they are. Use Desktop and Phone to check both views.
- Personal touch:
{{firstName}},{{fullName}}and{{clubName}}are filled in for each member when the email is sent. In the preview they show as a sample (for example Laura). You can use them in the Subject too — the grey line under it shows how it will read. - Images: the robot only uses your club logo. To add photos, edit the HTML (below).
- Options: CC (optional) sends a copy of every welcome email to up to 3 addresses, separated by commas. Edit the HTML opens the code of the email — paste your own complete template there if you already have one.
Nothing goes live until you click Save: the bar at the bottom shows Unsaved changes until then. Need a hand? Write to hola@volleyworldapp.com.
What the member receives
Section titled “What the member receives”The email carries your club’s name, logo and colours and greets the new member by their first name — this is what lands in their inbox.
Troubleshooting
Section titled “Troubleshooting”The switch won’t turn on
The welcome email needs an active Community or Club PRO plan. Without one, the switch shows A Community or Club PRO feature and stays off. Choose a plan to enable it — you can prepare the email beforehand. The plan is checked again every time an email is about to go out, so a plan that has lapsed stops the sending too; the screen then shows Welcome emails have stopped.
A member was accepted but got no email
The most common reasons:
- The plan was not an active Community or Club PRO at the moment they were accepted.
- The switch was off — or switched on but not saved — when they were accepted.
- They joined before your club turned the feature on.
- Their profile has no email address, or not exactly one valid address (for example two addresses in one field).
All of these are decided at the moment of acceptance and are not revisited afterwards, so switching the email on or upgrading will not send it to someone who was already accepted. It applies to members accepted from then on.
The robot says I’ve used today’s drafts
Each club gets 10 drafts per day, shared by all staff. The limit resets the next day. Meanwhile you can still change the text in the preview, edit the HTML and save.
The robot couldn’t write the email
Sometimes a draft fails or takes too long (The robot couldn’t write the email this time). Click Retry to send the same instructions again. If the robot says it can’t write this, change your instructions — keep them about welcoming new members to your club. If the robot is not available at all, open Options › Edit the HTML and paste your own template.
My website’s colours were not used
If your website can’t be opened or shows no clear colours, the robot uses the Volley World colours instead and tells you so under the colours row. Check that the address is complete (https://…) and try Use my website’s colours again.
Some parts of my HTML disappeared
For your members’ safety, every welcome email is cleaned before it is sent: scripts, forms, embedded frames and anything that runs code are removed, links only work if they point to a web page, an email address or a phone number, and images only show if their address starts with https://. Build your template with tables and inline styles, host images on an https:// address, and it arrives as you designed it.
Save says something is missing
With the switch on, a Subject is required (Add a subject before switching the email on.). The CC (optional) field accepts up to 3 valid addresses, separated by commas — fix or remove the rest and save again.