ClubSoft uses Resend to send email communications in the for system notification, and broadcast emails on behalf of clubs. Depending on your club’s email configuration, ClubSoft may be able to track certain email events such as when an email is delivered, opened, clicked, bounced, or unsubscribed.

Email tracking can be helpful for understanding whether members are receiving club communications, but it is important to understand that email tracking is not always exact.\

What Email Tracking Can Show

When enabled, email tracking may show activity such as:

• Sent – The email was sent by ClubSoft.
• Delivered – The email was accepted by the recipient’s email provider.
• Opened – The email may have been opened by the recipient.
• Clicked – A tracked link in the email was clicked.
• Bounced – The email could not be delivered.
• Unsubscribed – The recipient unsubscribed or updated preferences, if supported.

Open Tracking Is Not 100% Accurate

Open tracking works by loading a small invisible tracking code in the email showing that the email was opened. Because of this, open tracking is considered an estimate and may not always be reliable.

Some email clients may block or preload tracking code. Apple Mail, Gmail, Outlook, privacy tools, firewalls, and corporate email systems can all affect whether an open is recorded correctly.

This means:

• A member may open an email, but it may not show as opened.
• An email may show as opened because an email client or privacy system preloaded the tracking image.
• Delivered is usually more reliable than opened.
• Click tracking is often a stronger engagement signal than open tracking.

Custom Domain Tracking

If your club sends email from a custom domain and would like email open/click tracking enabled, additional setup may be required.

Email tracking typically requires a dedicated tracking subdomain, such as:

track.yourclubdomain.com

or

email.yourclubdomain.com

This subdomain must be configured in your DNS settings so tracking links and open tracking can work properly.

Because this requires DNS changes, it is not automatically enabled for every club.

How to Request Email Tracking for Your Club

If your club would like email tracking added to its custom sending domain, please contact ClubSoft support.

ClubSoft will help review your current email setup and provide the DNS records needed for your domain.

Please note:

• Email tracking may require a new subdomain.
• DNS setup must usually be completed by someone with access to your club’s domain/DNS provider.
• Tracking may take time to verify after DNS records are added.
• Open tracking is experimental and may not work 100% of the time.
• Tracking should be used as a helpful estimate, not as guaranteed proof that a member read an email.

Recommended Use

ClubSoft recommends using email tracking as a general communication health tool.

For example, tracking can help answer questions like:

• Did the email successfully deliver?
• Are members clicking important links?
• Are any emails bouncing?
• Are there delivery issues with certain recipients?
• Are members engaging with club announcements?

However, for important club business, billing, safety, or compliance-related communication, clubs should not rely only on open tracking to confirm that a member has read a message.

Summary

Email tracking can be a useful tool for club communications, but it has limitations. Delivered and clicked events are generally more useful than open tracking. If your club uses a custom email domain and wants tracking enabled, please contact ClubSoft so the proper tracking subdomain can be configured.