New Member Welcome Email

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New Members Welcome to The Shop Intro Email!

  • The audience for this documentation is the Board of Directors, and any other officer/designee who handles membership tasks.
  • This is an email template for getting new members started with All Hands Active. You will find their name, and contact email address as part of the online membership application responses spreadsheet, under their Preferred Email (or just the Email Address if no preferred one is provided). The goal is to send this out ASAP (1-2 business days, ideally) once we get a the ping from a new member's application. This should be considered a high priority task -- growing membership is extremely important, and we don't want to make a shoddy first impression by appearing to ignore them.
  • Send this email out even if you/someone already explained much of this to the new member already. It's nice to have written instructions on record.
  • The full content of the boilerplate below assumes the new member:
    • still needs to start a recurring dues payment, if applicable to their membership tier
    • must still complete their initial volunteer time, if applicable to their membership tier
    • has not signed a liability waiver
    • and hasn't had an orientation (because they shouldn't have a card yet!)
  • Realizing that sometimes new member-related things don't happen in a consistent order, the body of the message has been organized into "sections" that should be included/omitted if you know they are excluded from, or have completed something already. In lieu of any proper tracking of membership onboarding: even if you aren't the person who has primarily been interacting with this new member, you should feel empowered to move this process along if you notice it is has not progressed. Attempt to figure out where things stand, if you can, but anyone on the Board (or any designated officers) should still make an effort to get this email out in a timely fashion.
  • Please note the different membership levels. Though the changes are slight, it's important you use the right one, and modify the welcome email accordingly. For example:
    • Volunteer members don't pay dues, so omit the part about setting up payments.
    • Supporting members don't have a volunteer requirement, so you wouldn't include that info.
    • Standard members are likely not going to choose run a shift, because they only need 1 hour of volunteering per month.
    • Stuff like that!
  • Again, this message should ideally be emailed within 1-2 business days. Any longer, and it probably looks like we're ignoring folks -- not a good first impression!

24/7 Access Member

Hi <NEW MEMBER NAME>,

<If you have met them already, personalize this part a bit!>

Thank you for becoming a member of All Hands Active!

You have made a commitment to help sustain a unique and beneficial place in the local community. This organization would not exist without the support of members like you. Along with membership come some Member Responsibilities. They shouldn’t be too much trouble, but everyone’s positive experience depends on you.


Every membership comes with an expectation of volunteering at AHA. As a <TYPE OF MEMBERSHIP> member you should do <NUMBER OF VOLUNTEER HOURS FOR THAT MEMBERSHIP TYPE> hours of volunteering each month. Things that count toward volunteering hours include anything that helps All Hands Active achieve its goals of community education and democratizing technology! It can include freshening up things on our wiki, organizational tasks, documenting a process, or teaching a class on something you are passionate about!

<EXAMPLE FOR VOLUNTEERS/REDUCED RATE: If you are comfortable with it, hosting public hours is also a great way to get started. You will be partnered with someone who is an experienced AHA member, and you will have the chance to meet some people, and get to know the space. You can put yourself on the schedule at https://rhino.li/volunteer-schedule. >

<...OR FOR STANDARD MEMBERS: Please get in touch with someone at All Hands Active, or on our Matrix Chat server, and we'll find something for you to get started on: https://chat.allhandsactive.org , and join the #Volunteering channel on the allhandsactive.org homeserver. >

When you have done something amazing for All Hands Active, we want to know about it! Document your volunteer effort here: https://rhino.li/volunteer-tracking


GREAT! But what's next?:

<DUES-PAYING MEMBERS ONLY>⇒ If you haven't already set up payments, please go to https://allhandsactive.org/membership#pay-for-a-membership-via-paypal and set up a recurring payment.

<MEMBER WITH VOLUNTEER HOURS REQUIREMENT>⇒ Before you are eligible to get 24/7 access to All Hands Active, we ask that you complete your initial volunteer hours requirement. This is so you get to know how things work here, and we get to know you a bit better! Most of that is covered above -- please reach out to us if you have any questions or concerns!

<LIABILITY WAIVER NEEDED>⇒ Every member must sign a liability waiver. This is a paper form that can be found in the folder on the wall, near the water cooler, and it must be submitted in-person. You can also download and print it out yourself here: https://rhino.li/liability-waiver-form -- be sure to bring the completed form with you so you can drop it off!

<ORIENTATION NEEDED>⇒ When you have met all of your on-boarding obligations, come see us during our public hours (these events can always be found at https://rhino.li/events). At that time, we'll get you set up with an access card, as well as give you a brief orientation on the basic use and care of All Hands Active. If you can't make it during regularly-scheduled public hours, we are happy to set up an appointment -- just reach out to us to let us know!


There are a number of ways you can take advantage of your membership, click below to explore just a few of them:

  • Build: We provide access to some amazing tools -- come on down and make something!
  • Learn: It's impossible to know everything, but we can help get you a little closer.
  • Socialize: Much socializing occurs on our chat server using the Matrix protocol. Socializing is actually the heart of AHA: we are, above all, a community. Find out more at https://chat.allhandsactive.org. Finally, we hold public hours, monthly gatherings, and other events, which will also provide opportunities to meet amazing people in person!

Questions? You can find many answers about AHA on the chat server or on our wiki at https://wiki.allhandsactive.org. While you're at it, you can easily create a wiki account and contribute to the pool of information there (it's also a great way to get volunteer hours)!

If you have any questions about your membership or the space, contact the Board of Directors at board@allhandsactive.org.

Thank you, and welcome aboard!

~Dream it. Build it. Teach it.~

<Your signature>

24/7 Access Members | Notify Group

Hello existing members of All Hands Active,

Please welcome member name, he/she has just become a 24/7 Access Member of All Hands Active! They have an interest in insert reason why they became a member, say hello if you see them around!

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