TOPIC:

We changed the email address in the Administrator E-mail field located on the Administrator Info tab in the Site Administration window and are unable to send a meeting invitation from that email address to our guests.

Only officers can send email to non-member groups

Not sure I understand your reply. Here's the email that has me confused:

You do not have the right permissions to send an e-mail to this e-mail address (This email address is being protected from spambots. You need JavaScript enabled to view it.) from This email address is being protected from spambots. You need JavaScript enabled to view it. . Be sure your "From" address in your e-mail client is the same as your address in your ToastmastersClubs.org member profile.

I have the above email as a secondary email on the web site. I'm confused!

Thank you,

Herman Koester, VPE Club 496

A successful email has gone to guests (about half an hour ago). The earlier one failed (about an hour earlier). Did you add or change the secondary address between the two sends?

You are an officer, so you can send to guests - the change of administrator information was a red herring.

Is this the scenario then:
Any Club Officer can send emails to: This email address is being protected from spambots. You need JavaScript enabled to view it., This email address is being protected from spambots. You need JavaScript enabled to view it. AND the from email must exist as either the primary or secondary email address on their member profile, is that correct? And the from email does not have to be the email address that is in the Administrator E-mail field?

Thank You,

Herman Koester, VPE

Correct - for a full list of access to the system groups look at the Club Email Addresses Tab in the Email and Contacts module.

Technically the administrator needn't be a member or an officer. The email permissions are based on membership status. Members can only send from their registered primary or secondary email addresses, Officers can send to any system or custom group in their club, members can send to members, officers or custom member subgroups Non members can send email to the individual admin officer email alias addresses (as long as they haven't disabled that in their profiles).

There are two key takeaways here:

1. The system is designed so that the admin does not have to be a member of the club. This is because some TM clubs share an admin with other clubs or just use someone external to their club (not a member). However, you should not relying on the admin login as a way to get around the usage controls that are in place to ensure that the system is used as intended. There are some cases (e.g., email) where that will not work, since while the admin login allows for *configuring* anything in the system, "using* the system is a different story. Another example, you cannot sign up online for meeting roles (via Sign-up button) with just the admin login unless you actually edit the agenda. Some clubs make the mistake of thinking they will just share the admin login as a way to give their members access to everything... however, there are subtle problems with that thinking.

2. There are some key usage controls that are in place regarding communications to non-members. I am explicitly using the term "non-members" for this, as it really speaks to the intent regardless of what groups we are discussing. There are risks with communicating to non-members, both to the club, and to the FreeToastHost system. Specifically, too many emails to non-members, or solicitation emails to non-members that appear to come from the club or the FTH server risk getting the club or the FTH server being put on a spam blacklist. This *must* be prevented. This is why we require emails to non-members to be sent from a club officer and all emails to non-members will have a unsubscribe (opt-out) link inserted in the body of the email. (The system slightly alters emails to non-members to insert the link.)

Thank you Pam and Steve for all of your help!

Kind Regards,

Herman Koester, VPE Club 496