New member welcome
When to use it
Section titled “When to use it”- You run an association, professional body, alumni network, club, faith group or diaspora group, and new members join by a form or at a meeting.
- New members sign up and then hear nothing, and some never make it into the group chat or to an event.
- Your membership secretary wants a reminder to say hello, and your executive wants to see how many people joined each chapter.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A form people fill in | The Join form and the Member Check-in form this playbook creates. Put the Join link on your website, in your bio, on a QR code at meetings and in the group chat. A volunteer can also fill it in with someone at an event. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Membership secretary | Says hello to each new member and follows up low check-in scores. | Empty |
| Team | Executive committee | Hears about hellos that weren't made, and gets the weekly report. | Empty |
| Form | Join | The join form. It saves the member's chapter, interests and consent, and starts them at the joined stage. | Draft, not published |
| Form | Member Check-in | A short check-in form for members a month in. A hidden field moves them to the checked-in stage. | Draft, not published |
| Segment | New members, not yet checked in | Members who joined and haven't filled in the check-in. | Ready |
| Segment | Members who have checked in | Members who filled in the check-in. | Ready |
| Template | Welcome to the group (email) | Welcome email with the code of conduct and the group chat link. | Ready |
| Template | Welcome to the group (SMS) | Welcome SMS with the group chat link. | Ready |
| Template | Meet the community (email) | Week-one email that introduces the community and the next events. | Ready |
| Template | Meet the community (SMS) | Week-one SMS that points to the events and the group chat. | Ready |
| Template | Check-in (email) | Email that invites the member to the check-in form a month in. | Ready |
| Template | Check-in (SMS) | SMS that invites the member to the check-in form a month in. | Ready |
| Question | Report: new members by chapter | New members for each chapter (counts only), for the weekly report. | Ready |
| Question | Report: new members | How many people joined (counts only), for the weekly report. | Ready |
| Report | Weekly: new members | Each week, new members for each chapter, to the executive. | Off |
| Follow-up | Member 1: welcome | A welcome email and SMS the moment someone joins. | Off |
| Follow-up | Member 2: say hello | A task for the membership secretary to say hello, escalated to the executive if nobody does. The outcome is saved. | Off |
| Follow-up | Member 3: meet the community | A week-one email and SMS that introduce the community and the next events. | Off |
| Follow-up | Member 4: month check-in | A check-in invitation after a month, only for members who haven't already filled it in. | Off |
| Follow-up | Member 5: low check-in score | A low check-in score gives the membership secretary a task to reach out. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your association or group? | none, must answer | org_name |
| 2 | What chapters or branches can members join? (one per line) The Join form shows these as choices, and the weekly report counts new members for each one. Use one entry, such as "Main", if you have no chapters. | Main chapter | chapters |
| 3 | Which team says hello to new members? (usually the membership secretary, one person is fine) | Membership secretary | secretary_team |
| 4 | What is the invite link to your WhatsApp or Telegram group? New members get it in the welcome. Use a link you can change later if it gets passed around. | none, must answer | group_url |
| 5 | Where is your code of conduct? (a link to the page or document) | none, must answer | conduct_url |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Link to your next events (leave empty to skip it) | events_url | |
| Interests members can tick on the Join form | Events and meetups, Volunteering, Mentoring, Networking | interests |
| Who gets the weekly report and hears about a hello that wasn't made | Executive committee | executive_team |
| Hours the secretary has to say hello | 72 | call_due_hours |
| Hours after which an unmade hello goes to the executive | 96 | escalate_after_hours |
| Week-one note after joining | 7d | meet_delay |
| Check-in after joining | 30d | checkin_delay |
| A check-in score at or below this (out of 5) gives the secretary a task | 2 | low_score |
| Weekly report | 0 8 * * 1 | report_cron |
| Time zone for the report | ‹workspace timezone› | timezone |
| Default phone country on the forms | ‹workspace country› | default_country |
| Sender address | ‹workspace default_sender› | email_from |
| Greeting when a first name is missing | friend | greeting_fallback |
Timings
Section titled “Timings”- The welcome email and SMS go out as soon as someone submits the Join form.
- A task for Membership secretary is created straight away, due in 72 hours, with reminders before it is due. If nobody has responded after 96 hours it escalates to Executive committee.
- The week-one note goes 7d after joining. The check-in invitation goes 30d after joining, and only to members who haven't already filled it in.
- A check-in score of 2 or lower gives Membership secretary a task, due in 48 hours.
- The weekly report to Executive committee runs on cron 0 8 * * 1 in ‹workspace timezone›.
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| The welcome, the week-one note and the check-in | A verified sending domain for ‹workspace default_sender›. | |
| sms | The same three messages, so members without email still get them | An SMS provider, or Origamy managed SMS after business verification (KYC). |
What you need to do
Section titled “What you need to do”- Add your membership secretary to the Membership secretary team and your executive to Executive committee (Settings → Collaborators → Teams). Tasks and reports sent to an empty team reach nobody.
- Review and publish the Join and Member Check-in forms. Publishing makes the links live; nothing sends. Check that the chapter list and interests are what you want members to choose from.
- Verify the sending domain for the emails, and connect an SMS provider or finish business verification for managed SMS.
- Make sure the group chat link works and that the code of conduct page is public. Both go into the welcome.
- Tell members on the form that you will message them by email and SMS and that they can reply STOP, and keep their details only for running the group.
- Switch the follow-ups and the weekly report on and test with your own phone and email by joining as a test member, then erase the test person.
- Chapters are the list you type when you set it up. Keep the names short and stable: the weekly report groups new members by exactly what they chose, so renaming a chapter later splits its count.
- Many members, especially in diaspora groups and clubs in Nigeria, live on WhatsApp more than email. That is why the welcome, the week-one note and the check-in go out by SMS as well as email. If a member left the email blank, only the SMS arrives.
- A group chat invite link can be forwarded to anyone. Use a link you can reset, and have the secretary confirm new members are the right people before sharing sensitive news in the chat.
- Members’ details are personal data. Collect only what the form asks for, tell people what you will use it for, and give access to the form’s answers only to your secretary and executive.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
We run an alumni association with several chapters. Make a join form with name, phone, email, chapter, interests and how they heard about us. When someone joins, send a welcome email with our code of conduct and WhatsApp group link, and give our membership secretary a task to say hello within three days. A week later email them about our next events, and after a month send them a short check-in form. Send our executive a weekly report of new members for each chapter.
It passes when every piece is a valid draft and everything lands off, with at least: form, segment, workflow, message_template, team, report. It must never use: discount, cart, checkout, purchase, revenue, customers.