Email & Notifications

Range Warden sends transactional emails for membership reminders, payment receipts, and account notifications. Email requires an SMTP server — any standard provider works (Resend, SendGrid, Postmark, Amazon SES, Gmail, etc.).

Required module: Email Required role: Admin

Setting up email

Navigate to Admin → System → Email.

SMTP configuration

Field	Description	Example
SMTP Enabled	Master toggle for all outgoing email	On
Host	SMTP server hostname	smtp.resend.com
Port	SMTP port (typically 587 for TLS)	587
Username	SMTP login username	resend
Password	SMTP login password	re_xxxxxxxxxx
From Address	The “From” email address	[email protected]
From Name	Display name on outgoing mail	Greenfield Range
Application URL	Base URL of your Range Warden instance (used in email links)	https://range.yourclub.org

1. Fill in all fields.
2. Click Save.
3. Click Send Test Email to verify the connection works.

Tip

The Application URL is important — it’s used to generate clickable links in emails (e.g., renewal links, password reset links). Make sure it matches the URL your users access.

SMTP password security

Your SMTP password is encrypted at rest using AES-256-GCM. It is never displayed in the admin panel — the field shows *** after saving. The password is only decrypted server-side when sending email.

Email templates

Range Warden includes 8 default email templates that you can customize or disable individually.

Navigate to Admin → System → Email Templates.

Available templates

Template	When it’s sent	Key variables
Welcome	When a new member’s status is set to Active for the first time	Member name, member number, range name
Renewal Reminder	Automatically at configured intervals before membership expiry	Member name, expiry date, days remaining, renewal URL
Expiry Notice	On the day a membership expires	Member name, expiry date, renewal URL
Payment Receipt	After any payment is recorded	Member name, amount, payment method, date
Refund Confirmation	After a refund is processed	Member name, amount, original payment date
Password Reset	When a user clicks “Forgot Password”	Reset link (time-limited)
RSO Account Created	When an RSO member is provisioned with portal access	RSO name, login details, portal link
Test	Manually triggered from Admin → Email	Range name, test message

Customizing a template

1. Click on a template to open the editor.
2. Modify the subject line and body content.
3. Use the visual editor for formatting, or switch to code mode to edit HTML directly.
4. Insert template variables by clicking the variable name from the available list — they’re automatically inserted at your cursor position.
5. Click Preview to see how the email will look with sample data.
6. Click Save.

Template variables

Each template has a list of available variables that get replaced with real data when the email is sent. Variables use double-brace syntax: {{MemberName}}, {{ExpiryDate}}, {{Amount}}, etc.

The available variables are shown alongside the editor when you’re customizing a template.

Enabling and disabling templates

Each template has an Enabled toggle. When disabled, that email type is never sent — even if the triggering event occurs.

For example, disabling the Welcome template means no welcome email goes out when new members are activated.

Resetting a template

Click Reset to Default on any template to restore the original subject and body content.

Renewal reminders

Renewal reminders are the most important automated email feature. They notify members when their membership is about to expire.

How renewal reminders work

1. A background job runs daily (at midnight).
2. It checks for members whose memberships expire within the configured threshold days.
3. For each matching member, a renewal reminder email is sent.
4. The system tracks when the last reminder was sent to prevent duplicates.

Configuring reminder timing

In Admin → Settings, set the renewal_reminder_days value. This is a comma-separated list of how many days before expiry to send reminders.

Default: 30,14,7 — This sends reminders at 30 days, 14 days, and 7 days before expiry.

Example customization: 60,30,14,7,3 — Start reminding 60 days out and send a final reminder 3 days before.

Renewal links in emails

If Stripe is configured, renewal reminder emails include a direct payment link. Members can click the link, land on a Stripe checkout page, pay their renewal fee, and their membership is automatically extended — no login or RSO interaction required.

Without Stripe, renewal emails remind members to visit the range or contact staff to renew.

Enabling/disabling reminders

Toggle renewal_reminder_enabled in Admin → Settings to turn the automated reminder system on or off entirely. You can also disable just the renewal reminder email template while keeping other emails active.

Email trigger points

Here’s when each email is automatically sent:

Event	Email sent	Conditions
Member activated (first time)	Welcome	Template enabled, member has email
Membership approaching expiry	Renewal Reminder	Reminders enabled, within configured days
Membership expires today	Expiry Notice	Template enabled, member has email
Payment recorded	Payment Receipt	Template enabled, member/guest has email
Refund processed	Refund Confirmation	Template enabled, member has email
User clicks “Forgot Password”	Password Reset	Always sent (critical account function)
RSO account provisioned	RSO Account Created	Template enabled, RSO has email

Email prevention

Emails are not sent when:

• The template is disabled.
• The member or guest does not have an email address on file.
• A duplicate reminder was already sent within the deduplication window (24 hours).

Sending behavior

All transactional emails are sent asynchronously in the background — they don’t block the action that triggered them. If an email fails to send (e.g., SMTP server is down), the action (payment, renewal, etc.) still completes successfully.

Troubleshooting email

Problem	Solution
Test email not received	Check SMTP host, port, username, and password. Verify the from address is not blocked by your email provider. Check spam folders.
Renewal reminders not sending	Verify reminders are enabled in settings and the renewal reminder template is toggled on. Check that members have email addresses on file.
Links in emails are broken	Verify the Application URL in Admin → Email matches your actual Range Warden URL.
Emails going to spam	Use a dedicated email sending service (Resend, SendGrid) rather than a personal email account. Set up SPF, DKIM, and DMARC records for your domain.
Template changes not applying	Make sure you clicked Save after editing. Clear your browser cache and refresh.