Adding and publishing an ambassador

An ambassador fundraises for a club through their own story page and join page. You add them in three stages: add them to the club, fill in their profile, then publish it. Their story page is public only once both the ambassador and the club are published. Their join page follows the same rule once the club is live, but before then anyone with its address can use it, published or not, and no real payment is taken. See When the join page is available.

Add an ambassador

The person must already have a donor record on your organisation's Contacts screen. They don't need to have given anything. If they have no record yet, you can create one as part of these steps. See Donors and the donor profile.

1. Open the club and select Members.
2. Select Add ambassador. The Add an ambassador screen opens.
3. Under Select contact, choose the person. The list shows only people who aren't already members of this club.
   • If they aren't in the list, select Create a contact. Once you have created them, you return to this screen with them already chosen.
   • If everyone is already a member, the list is empty and the hint reads "Every contact is already a member of this club. Create a contact to add a new ambassador."
4. Select Add ambassador.

Their member page opens. The new ambassador is active but unpublished. None of your organisation's default automations emails them at this point. If you have set up an automation of your own that starts when a membership is created or activated, or when an ambassador is created or activated, it runs and can email them. Their story page is not public yet.

A new ambassador starts with a default introduction, join and welcome message, which you can change in their profile.

Fill in the profile

The Profile panel on the ambassador's member page holds what their pages show. Supporters' member pages show "Profiles are only available for ambassador memberships."

1. On the ambassador's member page, find Profile and select Edit.
2. Upload their photo.
3. Under Messages, fill in the three tabs:
   • Introduction: shown wherever your pages or emails use the *|AMBASSADOR_INTRO_MESSAGE|* merge tag.
   • Join: shown wherever you use the *|AMBASSADOR_JOIN_MESSAGE|* merge tag.
   • Welcome: shown wherever you use the *|AMBASSADOR_WELCOME_MESSAGE|* merge tag.
4. Optionally, fill in Link to give them a short page link (see "The short page link" below). Leave it blank to use the default address.
5. Select Save changes.

If the short link is already used by another member of your organisation, saving fails with "Short link is being used for another membership". Choose a different one.

The panel also shows Published. You can't change it here: use Publish profile or Unpublish in the page heading.

Publish the profile

Before you publish, the ambassador must:

• be active (an inactive ambassador must be reactivated first, see Unpublishing, redirects and inactive ambassadors);
• have a photo;
• have an introduction message, a join message and a welcome message.

To publish:

1. On the ambassador's member page, select Publish profile.
2. Select Publish.

If something is missing, the Publish profile screen doesn't offer Publish. It says "First name's profile can't be published yet. It is missing:" and lists what is missing:

• A photo
• An introduction message
• A join message
• A welcome message

Add the missing items in the Profile panel, then select Publish profile again. Back to membership returns you to their member page.

What publishing does

• If the club is live, the ambassador's story and join pages become public straight away, and they are sent the welcome email. The screen says "Publishing makes First name's ambassador pages public and sends them the welcome email." This email comes from your organisation's default "Ambassador published" automation, with the subject "🎉 Your Ambassador Page is ready!". This email is sent only while the "Ambassador published" workflow is switched on for the club, and never to an address Supporter Club has marked as undeliverable.
• If the club isn't live yet, the pages become public once the club goes live. The screen says "Publishing makes First name's ambassador pages public once the club is live." The "Ambassador published" automation checks whether the club is live when the ambassador is published, so no welcome email is sent at that moment.
• Any redirect set while they were unpublished is cleared.

For your organisation's default automations, including "Ambassador published", see Organisation automations. To take a club live, see Publishing, archiving and redirecting a club.

The public story page

The ambassador's story page is public when both the club and the ambassador are published. Until then, visitors are sent to wherever the ambassador's redirect points. If there is no redirect, they see Not Found. A newly added ambassador has no redirect, and publishing clears any redirect, so in both cases visitors see Not Found until the page is public.

If the club has been archived with a redirect to another club, visitors to the story page are sent to that club's home page.

The Profile panel gives you two links:

• Public ambassador page: the address of their story page. Select Copy Link to copy it, or View to open it. While the club isn't live or the profile isn't published, the panel warns that the page "is currently not publicly accessible" and that the link "is intended for preview purposes only and should not be shared publicly". Until then, the link opens a preview of the page.
• Ambassador admin page: a private link that signs the ambassador in and takes them to their own membership page. The panel warns: "Do not share the link below with anyone other than First name." The link stops working 24 hours after the panel shows it, so copy a fresh one each time you send it. See The supporter page and supporter sign-in.

The preview link changes every time the ambassador's membership is saved. Copy it again after you make changes.

The short page link

When you fill in Link in the profile, the ambassador gets a short page link: your organisation's Supporter Club address followed by @ and the link you chose. It takes visitors to the ambassador's story page, and the same rules apply: the page shows only once both the club and the ambassador are published, and otherwise visitors follow the ambassador's redirect or see Not Found.

When you save the link, punctuation is removed, words are joined, and each word starts with a capital letter. For example, "sam jones" is saved as "SamJones". Visitors can type it in any mix of capitals and lower case.

To put the short page link in an email or on a page, use the "Short page url" merge tag. For an ambassador with no short link, it gives the address of their story page. See Merge tags.

The short page link can't be used to preview an unpublished page. While the ambassador has a short link, the Public ambassador page link in the Profile panel uses it, so View won't show the preview. If you want to preview the page before it is public, leave Link blank until the page is published.