There are two default templates in Surfguard: Membership Details and Membership Renewal Form that are accessible for viewing or editing via the Maintenance-Templates screen.
When club officers use the option of emailing out either Membership Details or Membership Renewal Forms they can choose to include the appropriate Template cover letter.
To email Membership Renewal Forms from Surfguard including the template Cover Letter: Go to Reports > General Reports > Member Reports and make the following selections.
Report Type: Membership Renewal Form
Output Format: PDF
Click ‘Advanced Search’ button and make the following selections
Renewal Season: Select 2020/21
Registered Season: 2019
Email to Members: tick the box and the Declaration box that then appears
Print Cover Letter: Yes
**Note: * When you select Yes to Print Cover Letter template option will appear. You can make changes to the template on the screen but any changes made will not be saved.
To keep changes made to a template then use the Maintenance/ Templates menu for full edit functionality and to save the new format of the template.*
Print Declaration: Yes
Print Membership Details: No
Display Report Here box
Surfguard will then produce a report advising which members have been emailed their pre-filled membership forms and provide you with pre-filled membership forms for those without email addresses in Surfguard.
Note: If electronically sending or printing forms for all your members, it is important to break the output up into a number of groups based on age/ name/ Membership category.
Because this report can be large, printing all members at once may fail. We suggest that you print one output for all members with last names starting from ‘a’ to ‘c’, then another output of members from ‘d’ to ‘f’, etc.