When a club sends a mailing out from CLUB View it goes through a special bulk email system. If there is a serious problem delivering the mailing to an individual recipient, such as the message being rejected as 'spam' by their email account, that email address will be added to a 'block-list' (previously called the 'blacklist').
In most cases, if an address appears on the block-list then any subsequent emails sent from the website to that address will be dropped. This means our system will not even try to deliver the message to the recipient's email account. (The exception to this is the entries marked 'rejected'.)
This blocking happens so we do not continue trying to deliver messages to email accounts that either have indicated they think we are sending spam, or where the email provider has told us that there is some other permanent problem (e.g. the account no longer exists). If we did not put a block on these email addresses it would risk CLUB View and/or the club being be flagged as a probable sender of spam, which would result in many email providers rejecting any message sent through our system.
Mailing block-list management
We have created a tool for clubs to view and manage the email addresses on their site's block-list; please contact CLUB View support if you do not already have a link to this.
Before removing any email address from the block list you must look at the reason for the listing, and check it against the information below.
There are generally three categories of blocking, and different actions may need to be taken for each type. For example, it may well be that the email address is incorrect and needs fixing on your CLUB View website.
Any problems should be corrected before removing them from the block-list, otherwise there is a high risk they will only be blocked again.
There are four types of entry on the block list:
The reason "reported an email from you as spam" means an email or mailing from the website was flagged as spam by that person's email account.
This could have occurred because the user actively clicked a button to mark the message as spam, or because their email software or account provider's system identified the message as spam.
We recommend not removing an email address until the member confirms they have tried to changed their spam filtering. It is not enough to just remove the member's email address from the block-list; messages from the club will likely continue to be blocked unless the member takes action too.
The member needs to look carefully in their email (especially in any spam/junk folder) for any messages from the club that have been marked as spam, and find out how to mark them as 'not spam'. They should also look for any other relevant anti-spam settings in their email. Adding the club's email addresses and that of the CLUB View mailing-list tool (firstname.lastname@example.org) to their address book and to any spam 'whitelist' may also help.
A bounce is when the email provider for the recipient address (e.g. CLUB View for
@clubview.co.uk addresses, or Gmail for
@gmail.com addresses) rejects an email. Repeated bounces will result in the address being added to the block list.
The most common reason for bounces is the email account does not exist. This is often because the email address has been misspelt (e.g.
email@example.com). The "reason" column will show the cause of the bounce, as reported by the recipient's email provider.
Try double-checking the recipient's email address for typos, unnecessary spaces or incorrect punctuation marks like commas. Further details can sometimes be found in the "reason" column.
The email addresses that appear as "rejected" are those where the email provider refused to accept an email, but the reason for refusal may only be temporary. As such the system will continue to try delivering any further emails sent from the website to these addresses.
Some of the reasons for rejected emails, such as 'mailbox full' or 'over quota', will require the member to take action before they can receive further emails from you.