TOPIC:

Hi -- we've been having numerous issues with maintaining the "prospects" group of the Membership Management database. We use that group and the send email feature to send emails to our potential members.
Recently, I noticed that ~10 entries were removed from the list -- but these were all people that had previously clicked on the "Approve Addition" link and were getting emails regularly. I reached out to some of them and none had attempted to unsubscribe or asked to be removed.

Unfortunately, I haven't been able to recreate the error, but just wondering if anyone has experienced similar issues.

Ayon Nandi
Hopkins Toastmasters (club #4728)

You have 2 people in your deleted prospects list (one seems to be a test member). You can undelete them. If you've had people on that list for more than 30 days they will have been permanently deleted.

Check your other lists - perhaps someone has moved them to your guest list or another list.

As I am the only officer in the club that handles the lists, I know that missing prospects were not moved to another list.
The initial deleted names were all names I had added personally more than a month ago and were getting club emails.
Then, last week is when I noticed they were missing, and were not in the list of "Deleted Prospects". That is when I tried to do a test add using my own email.



So, today I tried to re-add the previous missing names back to the list, and immediately after clicking save on the Membership Management, I got 3 automated emails for each added person-- 1 confirming the "Pending Addition", 1 reporting "Approved", and 1 reporting "Declined" -- all with the same time stamp.

When I went back to the database, this time the names were all in the "Deleted" list. I undeleted and brought them back, and the are now all present on my list. So that seemed to have worked for now .... But I am curious as to the 3 automated emails. (see attachment). I know personally for the example I show the target prospect had not yet opened the email when I got the messages (they are a personal friend as well as a prospect that I asked to help me test).

I am going to need some sort of well defined sequence of actions that I can reproduce to see any kind of issue that you may be pointing to. It needs to be like do this first, see this, do this next, see that, etc.

I encountered the same problem again.
Here are the details:

Using Chrome on a Win 10 machine.
I added 5 names to our prospects list last week (8/13).
As soon as I did, I saw automated messages come through to my email (I am set as the admin and the only officer who touches the membership management tool). For each added name, I got 3 emails: 1 confirming the "Pending Addition", 1 reporting "Approved their Addition", and 1 reporting "Declined" -- all with the same time stamp.
I then noted that all 5 names were in the "deleted" group in the membership management page for the prospects list. So I undeleted them, and I saw that the names and emails were back in.
The next day, for 3/5 of the added people I got a "Approved their Addition" notification to my email.
Yesterday(8/19) , I sent a short email to the prospects list. I noted that I got several back as undeliverable email addresses. (The bad emails were NOT the 5 names I added).
So this morning I went back into the membership management portal to clean up those emails, and then I noticed that the 5 recently added emails were gone, and not in the undeleted group either. The only entry in the undeleted group now is a test entry.

I can send by personal email the names I was trying to add and the automated messages I received if that helps.
Please let me know what other details you may need to help me sort out what is causing these issues.
This is not the first time I've experienced this type of problem, and it only seems to happen with the "Propsects" group. Which is doubly frustrating since I don't want to bother potential members with multiple "Approve Addition" requests.

Thanks

Ayon Nandi
Hopkins Toastmasters, #4728
4728.toastmastersclubs.org/