Onboarding - email template

Email templates for launching Hivepass. Use these ready-made templates to help your members transition smoothly to Hivepass. You can also tweak them for social media posts to spread the word across your channels.

In this article

• 💡How to use these templates
• 📨 Template: Standard onboarding email
• 🎟️ Template: Onboarding with promo code
• ❓ Template: Not sure if you're a member?

💡 How to use these templates

To use any of the templates below, select everything between the words START and END, then paste it into an email or social post. Make sure to update the bold placeholders (e.g. <insert club name here> ) so the message is tailored to your organisation.

🔍 Find your registration QR code and link

Each organisation on Hivepass has a unique sign-up link and QR code. These direct members to your registration screen and can be added to your website, signs, or emails.

📍 Where to find it in Hivepass Admin:

1. Log in to your Hivepass Admin
2. Go to Resources > QR Codes > QR Codes (Hivepass)
3. Create a new registration QR code (if needed)
4. Copy the dynamic link or download the QR image from the QR code tab

📨 Standard onboarding email

Use this email template to invite your existing members to sign up for Hivepass. Update the bold placeholders with your own organisation's name and QR link.

✂️ — START —

Hi Member!

<insert club name here> is now using Hivepass for membership!

Becoming a member is super easy and it will only take a couple of minutes to sign up using your smart phone.

Here's how it works:

1. Download Hivepass for free here: <insert QR URL>
2. Open the app and enter your name and email address, set a password and select ‘Create Account'
3. Select your membership package. (If you’re signing up the whole family, have their details ready).
4. Enter your personal details and membership type. You can add a donation at this stage too if you like🤘
5. Pay securely using a credit or debit card
6. Just like that, you’re a member of <insert club name here> and you can start enjoying all of the benefits that brings.

Additional information to include in the email: 

Being a member means that you’re directly supporting your mountain bike community by contributing funds to help plan, build and maintain our trail network.

More members means a larger voice and a stronger stance when it comes to applying for funding and permissions from local authorities.

The app also provides access to deals from local businesses, trail information and direct, up to date communications about events, races, dig days and more!

(The only way to become a member of <insert club name here> is now via Hivepass, but you can contact us at <email address here> if you don't have a smart phone and we can organise something for you.) 

— END — ✂️

🎟️ Onboarding with promo code (for mid-year transition)

Use this version if you're switching to Hivepass partway through your membership year and offering existing members free access via a promo code.

✂️ — START —

Hi Member!

<insert club name here> is now using Hivepass for membership!

Becoming a member is super easy and it will only take a couple of minutes to sign up using your smart phone.

If you have an existing membership, you can transfer your membership to the app for free by signing up with the promo code <insert promo code here>

Here’s how it works for existing members:

1. Download Hivepass for free here: <insert QR URL>
2. Open the app and enter your name and email address, set a password and select ‘Create Account'
3. Select your membership package. (If you’re signing up the whole family, have their details ready).
4. Enter your personal details and select ‘I have a Promo Code’
5. Enter Promo Code <insert promo code here> and Hivepass will recognise it. Click on ‘Request Membership’
6. Select ‘OK’. Please allow up to 48 hours for us to activate your membership, after which time you can start enjoying all of the benefits that brings! 

— END — ✂️

❓ Not sure if you're a member?

This version is for members who may be unsure whether their membership is still active or if they need to renew. It walks them through how to check their status in the Hivepass app and what to do next.

✂️ — START —

1. Open up Hivepass app
2. Login if required
3. Check to see if your app shows a membership number and expiry date. If the screen is red, you can sign up through the app in just a few moments.  

If you are NOT a member, follow these steps below:

1. Select the black 'Register Now' button
2. Select your membership package. (If you’re signing up the whole family, have their details ready).
3. Enter your personal details and membership type. You can add a donation at this stage too if you like🤘
4. Pay securely using a credit or debit card
5. Just like that, you’re a member of <insert club name here> and you can start enjoying all of the benefits that brings.

— END — ✂️