Communications
Email, postal letters, CRM notes, and to-do tracking — all in one place, all tied to your member records.
Email from templates
Write an email template once and send it to any selection of members. Templates support full mail merge — every message is personalised with the recipient's name, address, share holdings, dividend amount, or any other field from their record. You choose which members receive it: all active members, a specific share class, or an individually curated list.
Emails are sent via your own SMTP server — Office 365, Google Workspace, or any standard mail relay. Nothing goes through a third-party email platform; your society's domain and branding are maintained throughout.
Postal letters
For members without email, or for formal correspondence that needs to go out on paper, CBSMembers can produce a full run of postal letters from the same template system. Each letter is individually addressed and merged. The output is a print-ready PDF — one document per member, or combined into a single file for batch printing.
Dividend statements, share certificates, and AGM notices can all be produced this way.
CRM notes
Every member has a notes timeline. Log phone calls, meetings, emails, letters received, and any other contact with a date-stamped entry. Notes are visible to all users of the system, so anyone picking up a member query has the full history of contact immediately to hand.
This is particularly useful for managing withdrawal requests, complaints, or anything that involves several exchanges over time. When a communication comes in that needs action, log it immediately and use the to-do panel to make sure it gets dealt with — even if not straight away.
To-do panel
The to-do panel is designed around a simple but important workflow: something comes in — a letter, a phone call, an email from a member — you log it in the CRM notes and raise a to-do item so it doesn't get lost. The to-do panel gives you a consolidated view across all members with open actions, so you can work through them systematically rather than relying on memory or a separate task list.
Each to-do item carries a note explaining what needs to be done. When it's resolved, mark it done — the record of what was actioned and when is retained alongside the original CRM entry.
For small societies managed by volunteers, this is particularly valuable: nothing falls through the cracks between committee meetings, and if someone else picks up an open item they have all the context they need.
Member snapshots
Take a snapshot of any member's record at any time. Snapshots are read-only records of what the data looked like at that moment — name, address, share holdings, bank details, preferences. They're useful before and after significant changes, for resolving disputes, answering auditor queries, or simply preserving a record of where things stood at a particular point.
Email and postal in the same job
When you load recipients into a communication job, CBSMembers automatically splits them by delivery method: members with an email address go to email, members without one go to post. Both are handled in the same job — you send the emails, then use the postal list to produce the printed letters for the remainder. No separate runs, no manual filtering.