Setting up welcome emails for new members
Last updated August 5, 2026
Objective
Automating a "Welcome" series for new members ensures they feel immediate value and receive critical information as soon as they join your association. This guide covers the three-part process: setting up a New Member Group, drafting your Welcome Message, and activating the Sequence that triggers as soon as a member is added to that group.
Step 1: Create the New Member Group
First, you need a dedicated "bucket" for these contacts.
Navigate: Go to Contacts > Groups.
Initiate: Click New Group in the top right corner.
Name: Label it clearly (e.g., "New Member Group").
Save: You don't need to add members yet; just click Save to create the category.
Step 2: Draft your Welcome Message
This is the content the new member will actually receive.
Navigate: Go to Engage > Automated Messages > Messages.
Initiate: Click New Message.
Details: * Message Name: For internal use (e.g., "Welcome Email to SPLA").
Subject Line: Make it welcoming (e.g., "Welcome to the Association!").
Compose: Write your greeting. Include links to "New Member Resources" or your "Getting Started" guide.
Save: Click Save in the top right.
Step 3: Activate the Automation Sequence
The sequence connects the "Group" to the "Message" so the delivery is automatic.
Navigate: Go to Engage > Automated Messages > Sequences.
Initiate: Click New Sequence.
Setup:
Sequence Name: (e.g., "New Member Welcome Sequence").
Active Toggle: Switch to Yes (the sequence must be active to send).
Trigger: Keep it on Group Trigger.
Define Group: Select your "New Member Group" from the dropdown.
Recipients: Select New Contacts Only. This ensures that existing members don't accidentally receive a welcome email if they are added to the group later.
Select Message: Choose your "Welcome to SPLA" message.
Timing: Select Immediately.
Save: Click Save.
How to Trigger the Automation
Once the sequence is active, you trigger the email by simply adding a person to that group:
Go to Contacts > Groups and select your New Member Group.
Under Available Contacts, search for the new member's name.
Click the Arrow to move them into the group.
Click Save.
Result: The member will immediately receive your welcome email in their inbox.
Cautionary Notes
New Contacts Only: Always double-check that the "New Contacts Only" setting is selected in Step 3. This prevents a "Welcome" email from being triggered if you move an old member into the group for administrative reasons.
The "Active" Toggle: The most common reason a welcome email fails to send is that the "Active" toggle in the Sequence settings was left on "No."
Tips for Efficiency
Resource Links: Use the welcome email to link to your Member Portal or Events Page so new members can engage with your association immediately.
Automation at Scale: This process allows you to handle 5 or 500 new members with the same level of personalized outreach.
Immediate Value: By setting the timing to "Immediately," you capitalize on the member's initial excitement of joining.