Auto remove inactive email addresses

We sometimes have a member leave and then come back a year later. I would hate to lose their speech history, but I think it would be reasonable to set inactive members (six months without login) to the "not opted in status."

I also can't see can't see any need to send email to former members from the website since that contact information is now available to club officers from Club Central.

When the FTH email former members functionality was created it was the only way to contact former members.

Now that there is an alternative and that their is systemic risk to FTH, it would be reasonable to limit emails. Former member functionality may be an easy quick win.

Tom Colling
Omaha Toastmasters Club 281
281.toastmastersclubs.org

There is no need to remove former members or guests from the database, just remove their email address.

Andreas wrote: There is no need to remove former members or guests from the database, just remove their email address.

Ok, what is the point of having guest data in the database for a long period of time? They are either going to join the club or they are not.

At Omaha Toastmasters Club 281 we have no one in the guest list. We have several in the prospect list and I just tried moving one to member. The did not result in an opt in request.

I see that FTH has a nice follow-up module that I haven't used before. I can't imagine still expending effort with a prospect after 3-6 months.

An auto delete would ease the burden of manually cleaning this up regularly.

"Auto-delete" should be an option. Maybe it can be the default, but a club should have the option to NOT have the system automatically delete entries, or at least to specify certain entries not subject to auto-deletion.

The reason I say this is because of the following types of situations, which exist in several clubs to which I belong. Situation 1: A member's spouse develops a serious medical condition. The member becomes inactive to provide full-time home care but specifically requests being left on the member email distribution list to keep up with what's going on in the club - and plans to return to active status when again possible. Situation 3: A long-time member has never logged in to the club website - and never will - but wants to receive the agenda emails serve as meeting reminders. The member reads those emails, identifies and prepares for the open roles (including speeches!), attends regularly and fills at least one remaining open role "on the spot" as needed. Situation 3: A member is rarely able to attend meetings, due to nearly-constant travel or other work-related conflicts, and only logs in to the club website on those rare occasions when meeting attendance is possible.

Sue Worden DTM (Clubs 311, 4992, 6651, 8510, 3702856)

aliciawhite911 wrote: Anyone can retrieve past member info from the international website by visiting ADMINISTRATIVE REPORTS, and selecting from the drop down menu.

Actually, Alicia, for an old club like mine (chartered 1954) when I checked the ADMINISTRATIVE REPORTS on TI website (for the first time last month), I only saw names and email addresses for past members beginning recently (like last 15 years), when the TI website was first created. So for our 65th anniversary I will start there (and verify the email addresses are still current; then look through our monthly Membership Roster (in those when members were added) on my PC, plus past paper copies of Membership Rosters Iand Excels of invitees and attendees) I may still have from 40th-60th anniversaries looking for living and department former members.

I currently keep all paid members in the (Active) FTH Membership List so they get my messages each month (looking to fill agenda openings), even though many have not been attending. I was wondering if I should remove Non-attending members, but naive enough to think some might resume attending. Steve, is there a "rule of thumb" when Inactive Paid members should be removed, maybe to an Inactive custom group? I always remove unpaid members 30 days after the fail to Renew by Oct 1 or April 1. (I've often wondered is some of the Inactive members have blocked our FTH messages.)

Steve, does limiting messages apply equally from sending messages through FTH (as in forwarding Agendas) and using Members-xxxxxx for sending non-agenda group emails to members too?