What This Screen Does
This is where you update an existing newsletter before it gets sent out to your members. Think of it like reopening a draft email to fix the subject line, tweak the content, or change when it should be sent. You can also swap out attachments, adjust which gyms receive it, and change the delivery category (critical, marketing, or general).
How to Get There
Open the dashboard.
In the left-hand menu, click Newsletter.
Find the newsletter you want to edit in the list.
Click on it to open it.
You are now on the Edit Newsletter screen.
Step-by-Step Guide
1. Review the Breadcrumbs
At the top of the page you will see a breadcrumb trail: Dashboard → Newsletter → [Newsletter Subject].
You can click Dashboard or Newsletter to navigate back at any time.
2. Edit the Subject
Field | Required | What to Enter |
Subject | Yes | The subject line of the newsletter. This is what members see in their inbox. Keep it short and clear. |
3. Use Placeholder Variables (optional)
Below the subject field you will find a table of placeholder variables.
You can insert these into the subject or into the email body to personalise the newsletter for each recipient.
Variable | What It Inserts |
| The member’s full name (first + last). |
| The member’s first name only. |
| The member’s surname only. |
| The name of your box / gym chain. |
Type the variable exactly as shown (including the double curly braces) wherever you want personalised text to appear.
4. Edit the Email Content
The large area labelled Content is a drag-and-drop email editor.
When the page loads, the editor automatically fetches the newsletter’s existing design and displays it.
You can:
Drag in new content blocks (text, images, buttons, dividers, etc.).
Click on any existing block to edit its text or settings.
Upload images directly — the editor handles the upload for you.
If the original newsletter was created with raw HTML and no saved design, the editor will load it in classic HTML mode.
5. Add or Replace Attachments (optional)
Below the email editor you will see the Attachment upload area.
Drag files into the area or click to browse your computer.
Accepted file types: plain text, PDF, ODT, DOC, and DOCX.
To remove an existing attachment, click the delete icon on the file.
There is no limit on the number of files, but each file must be within the maximum allowed file size.
6. Select Gyms
Field | Required | What to Enter |
Available in gyms | Yes (at least one) | Check the gyms whose members should receive this newsletter. The list shows all gyms in your system. |
If only one gym is selected, only members at that location will receive the email.
You can select multiple gyms by checking more than one box.
7. Set the Release Time
Field | Required | What to Enter |
Release time | Yes | The date and time when the newsletter will be sent. Uses a 24-hour clock format. Pick a future date and time from the date-time picker. |
If the sending time is in the past, the newsletter may be sent immediately — double-check the date.
8. Choose a Delivery Category
You must select exactly one of these three options. They control which members receive the newsletter. Turning one on automatically turns the others off.
Toggle | Required | What It Does |
Is critical | No (but one must be selected) | Sends to any member with an active membership or a membership on hold, even if they have opted out of newsletters. Use this only for important operational messages. |
Is marketing | No (but one must be selected) | Sends only to members who have allowed newsletters, regardless of whether they currently have an active membership. Good for promotions and re-engagement campaigns. |
Is general | No (but one must be selected) | Sends only to members who have allowed newsletters AND have an active membership or a membership on hold. This is the default and most common option. |
Important: At least one of these three toggles must be turned on. If none are selected, the form will show a validation error.
9. Save Changes
Click the Save Changes button at the bottom-right of the form.
The button is disabled until the email editor has finished loading. Wait for it to become clickable.
The system will:
Validate all your inputs.
Export the email design and HTML from the editor.
Update the newsletter record with the new data.
Upload any new attachments.
Navigate you back to the previous page.
You will see a green “Update success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Save Changes"
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Form validates all fields (Yup schema)
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Email editor exports the HTML and design JSON
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API call: NewslettersService.edit({ id, body: { ...formData, html, json } })
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Newsletter record is updated on the server
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API call: NewslettersService.uploadAttachment({ id, files: attachments })
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Attachments are uploaded and linked to the newsletter
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Success notification: "Update success!"
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You are navigated back to the previous page
Troubleshooting
“The Save Changes button is greyed out and I cannot click it”
The button stays disabled until the email editor has fully loaded the existing design from the server.
Wait a few seconds for the editor to finish loading. You will see the newsletter content appear in the editor when it is ready.
If it stays disabled for a long time, try refreshing the page. A slow internet connection can delay the editor.
“I turned on a toggle but the other toggles turned off”
This is expected behaviour. The three delivery categories (Is critical, Is marketing, Is general) are mutually exclusive — only one can be active at a time.
Turning one on automatically turns the others off.
If you are unsure which to pick, Is general is the safest default for most newsletters.
“I see a validation error saying ‘At least one option has to be selected’”
This means none of the three delivery toggles (Is critical, Is marketing, Is general) are turned on.
Turn on the one that matches your newsletter’s purpose.
You cannot save without selecting at least one.
“I see a validation error saying ‘Please select at least one gym’”
The Available in gyms field requires at least one gym to be selected.
Open the dropdown and check at least one gym.
If no gyms appear in the list, contact your administrator — there may be no gyms configured in the system yet.
“My attachments did not upload”
Accepted file types are: plain text, PDF, ODT, DOC, and DOCX. Other types will be rejected.
Each file must be within the maximum file size allowed by the system.
If the newsletter was saved but the attachments failed, open the newsletter again and re-upload the files.
“The email editor is blank or not loading”
The editor needs an internet connection to load — it is a third-party component.
Try refreshing the page.
Check your internet connection and try again.
If the problem persists, your browser may be blocking third-party scripts. Try disabling ad blockers or content blockers temporarily.
“My placeholder variables are not being replaced”
Make sure you typed the variable exactly as shown, including the double curly braces (e.g.
##{{FIRST_NAME}}).Variables are replaced at send time, not in the editor preview. You will see the raw placeholder while editing — this is normal.
Double-check spelling and capitalisation. The variables are case-sensitive.
“I uploaded an image in the editor but it does not appear”
The editor uploads images to the server automatically when you add them.
If the upload failed, you may see a broken image icon. Try removing the image block and adding it again.
Make sure the image file is a common format (JPEG, PNG, GIF).
“I got an error after clicking Save Changes”
A red error message will appear. Read it carefully — it usually explains what went wrong.
Common causes: the server timed out, a required field is empty, or the newsletter was deleted by someone else while you were editing.
Try again. If the error persists, contact support with the error message.
“The sending time seems wrong or the newsletter sent immediately”
The date-time picker uses a 24-hour format. Make sure you did not accidentally set a time in the past.
Double-check the date as well as the time — it is easy to miss that the date defaulted to today.
If the release time is in the past, the system may process the newsletter right away.