Member Notes
Moderator notes
Volunteers can add mod notes to member records. These appear on ModTools in large pink boxes, and are seen by volunteers on other communities.
When adding new notes, there is an option to "alert other groups". This causes the member to appear in Member Review immediately in every community wherever they are a member, and in new groups when they join.
Members have a right, under data protection legislation, to see all the information we keep about them. As part of that includes the notes we might write as part of moderating our communities, it is sensible to:
- Make sure notes are fair, factual and polite
- Don't write anything that you wouldn't want the member to read
- Check the notes regularly to see if they are still relevant and appropriate - delete those that are not (see below for review reminders)
You can find members with notes on Modtools – Members > Approved > Select Community you want > With Notes (the default is All members).
System notes
There are some notes made automatically. An example might be “Last active: 4 years ago - won’t send mails“
We stop sending emails to people after they have been inactive (haven’t visited the site, haven’t done anything by email) for six months. If they come back to the site then we’ll start again.
There are a lot of mailbox providers (Google, Microsoft, Yahoo etc) who take old inactive mailboxes and turn them into spam honeytraps - if you’re sending email to them, you’re probably a spammer who’s using an email list they got in a security breach. So sending mails to inactive mailboxes damages your spam reputation and makes it more likely that your mails to active users will go to spam.
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