TOPIC:

Sporadically, some of our members receive one or more Not A Member confirmation emails after having received emails routed through Members@ distribution list. It is not consistent and targets different people. It is disconcerting for our members to receive these. 

Why is this happening and what can I do to fix it? 

Nancy Carpenter
Club 9406
www.publicspeakingnorthwest.com

Are they all using the same email processor?
YOu can turn off the link in email security.

We just use the members@, officers@, president@ etc distribution lists.

I turned it off. While I was in there, I put one of our members on the white list so Google recaptcha will stop flagging them as possible threats.

Thank you for your help, Brian.
Nancy

I mean which email service do this members who have issues use?
Hotmail or some other free mail service?

Brian & Nancy, I believe this is a bug within ToastHost and not an issue on the recipient's end. I, and several other members of my club have received the same email that Nancy mentioned below. The timing of the email send appears to correlate when a user is on the website. For example, I emailed the meeting agenda to all members directly through ToastHost the email with the subject line, "Please confirm you are *not* a Member of Club 1098516 now" hit my Outlook inbox first, and received the meeting agenda message two minutes later.

Earlier this week, another member signed up for a meeting role and it coincided with members receiving the "Please confirm you are *not* a Member of Club 1098516 now".

I have logged into the Admin Console/Membership Management to confirm these members are still included on the 'Members' tab.

Please see attachment of the email we are receiving.

We are also facing this issue.

Club #7346209 club members are getting these emails since  yesterday.
Not sure if its attack or bug?
Can some one  confirm on this?

If your members are getting "not a Member" messages. It is their email service that is causing it. Please turn off the administrator option in email security

Hi Brian!

Where would the email security administrator option be found in the ADMIN portal?

1. always put your name and club name and number
2. read the documentation - it's very good information and available 24-7
3. I will give you a hint - it's shown in the documentation under EMAIL SECURITY

1. always put your name and club name and number
    Super Communicators #1098516
2. read the documentation - it's very good information and available 24-7
    Documentationion -- where?? On the Free ToastHost 3 Support and Development Site or on the Club Site in the Admin Console, or somewhere else?
3. I will give you a hint - it's shown in the documentation under EMAIL SECURITY
On the Free ToastHost 3 Support and Development Site, I see in the top nav, How to use FreeToastHost, which has a dropdown box. Nowhere under either 'Documentation Index' or 'Document Listing' sections any mention of EMAIL SECURITY.

I sense some frustration given the 3-point bulleted response, I understand you would really like users to self-service, and I appreciate you are volunteers. I work in digital marketing and know my way around websites, yet I still have no idea where to find the documentation to stop the "Not a Member' email notification messages that are being sent to current club members.

So please, provide a link to where the documentation is, if it's on this support site, or let us know if it's somewhere in the club site's admin console and I will then likely be able to find EMAIL SECURITY to self-service the rest of the way.

Thank you for your patience, time and energy to help us out.
 

Brian wrote:

If your members are getting "not a Member" messages. It is their email service that is causing it. Please turn off the administrator option in email security

---

Super Communicators, Club #1098516

Can you explain further what you mean by their "email service is causing it"?  70% of my club members have the same Outlook Exchange business email domain, 20% of club members have gmail.com, and 10% have different Outlook Exchange business email domains. I wonder if this is related to the privacy protection updates with Google, Yahoo, and Outlook ? If so, have sender email domains being used for our Toast Host sites been DKIM authenticated?

 

DOCUMENTATION:
Every club site has a link at the bottom of the MEMBERS ONLY links titled WEBSITE SUPPORT DOCS
And, on this forum at the top of the page is a HOW TO USE link
Go to the section on email security under the administrators section.

Open your site's admin console, drop down the module list and select 'Email & Contact Forms'. This is where you will find email security.

This document describes the settings in Email Security tab;

support.toastmastersclubs.org/doc/item/reducing-spam

Brian is referring to the section called "Add "Not a Member?" links to Emails sent to Members via FreeToastHost"
 

Hello,

I am curious about this topic also.  I belong to two clubs.  The first ABC, I received the "Not a Member" emails every other month or so last fall.  Our administrator would receive the email also.  He turned off an option (not exactly sure what the option was, I am assuming the email tagline) and I have not received any Not a Member emails since.

Fast forward, my second club Penmen, was spammed last week with "Not a Member" emails.  The majority (not all) of members received the email. 
I have not been able to discover a pattern for the generation of these emails. Last week was the first occurrence of the issue.

I will continue reading the experiences of others to try to learn why multiple members in my clubs receive the "Not a Member" emails periodically. 

Thank you,
Marcia

You can be as curious as you want. 

FTH is not the cause.

It is the email processors who are using link protection schemes they are clicking the links.

All we can do is tell the clubs to turn off the links from their admin consoles.

Hi Brian,
I don't completely understand the comment "link protection schemes they are clicking the links."
Are you saying that Microsoft Outlook is clicking the link for me?
Thanks,
Marcia

Yes!