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How to Email Onboarding Packages

Step-by-step: send the Member & Volunteer onboarding packages from your portal in under 30 seconds.

👥 Member Package 🙋 Volunteer Package 📧 Gmail (manual) 📱 WhatsApp 🔧 Troubleshoot

👥 Email the New Member Onboarding Package

Open Member Recruitment Toolkit →

The 30-second flow

Go to Member Recruitment Toolkit on the portal.
Scroll to the top — you'll see the ⭐ RECOMMENDED — All-in-One Member Onboarding Package (green card).
Click the red 📧 Email it button.
Two things happen automatically:
- ✅ Gmail compose opens with the subject + full message pre-filled.
- ✅ The fillable PDF (member-onboarding-fillable.pdf) auto-downloads to your Downloads folder.
In Gmail: type the recipient's email address in the To field.
Replace [Name] in the body with their first name.
Drag the downloaded PDF from your Downloads folder into the Gmail window (or click the 📎 paperclip → Attach files → pick the PDF).
Click Send. ✅ Done.

The buttons on the toolkit explained

Button	What it does
✏️ Fillable PDF (type into it)	Downloads the FILLABLE 6-part PDF. Open it in any PDF reader, type into the gold-bordered boxes, save, send.
📦 Full Package (PDF)	The full 47-page handbook with welcome letter + all policies. Reading material; not signed.
👁️ View Online (Auto-Fill)	Opens the HTML version in browser. The Auto-Fill toolbar lets the person fill it in with one click.
📧 Email it	Auto-downloads the fillable PDF + opens Gmail with everything pre-written.

🙋 Email the Volunteer Onboarding Package

Open Volunteer Recruitment Toolkit →

The 30-second flow

Go to Volunteer Recruitment Toolkit on the portal.
Scroll to the top — ⭐ RECOMMENDED — All-in-One Volunteer Onboarding Package (orange card).
Click the red 📧 Email it button.
Gmail opens pre-filled, the fillable PDF auto-downloads.
Type the volunteer's email, replace [Name], drag-attach the PDF, hit Send.

📧 Doing it manually in Gmail (without the button)

Sometimes you may want to send from a different account or write from scratch. Here's the manual version.

1. Download the fillable PDF first

⬇️ Member fillable PDF ⬇️ Volunteer fillable PDF

2. Open Gmail and compose a new email

Use the subject + body templates below. Click Copy on any block to copy it to your clipboard.

For Members — Subject

💛 Welcome! Your Sister Strong Collective Membership Package (Fillable PDF)

For Members — Body

Hi [Name],

I'm so excited to officially invite you to join Sister Strong Collective! 🌟

Attached is our New Member Onboarding Package — a FILLABLE PDF you can type directly into using Adobe Reader, Mac Preview, Chrome, or any phone PDF app. One signature signs all 6 parts:
• Part 1: Your information (name, contact, address)
• Part 2: Your business journey
• Part 3: Dues commitment ($25/month — Cash or Cash App $vicky0808)
• Part 4: Code of conduct & photo release
• Part 5: Electronic Signature Authorization (ESIGN Act + MA UETA)
• Part 6: Your signature (one signature signs all)

How to complete it:
1. Save the attached PDF to your phone or computer.
2. Open it — you'll see typeable boxes for every field.
3. Type your answers, check the boxes you agree to, type your name on the signature line.
4. Save the filled PDF and reply to this email with it attached.

Take your time and answer honestly. Return the completed PDF to:
📧 sisterstrongcollective@gmail.com
OR 📞 857-370-2030 (call/text to arrange in-person)

Welcome to the sisterhood 💛

With heart,
Victoria Huell
President, Sister Strong Collective
🌐 sisterstrongcollective.org

For Volunteers — Subject

🙋 Welcome! Your Kids Fun Fest Day Volunteer Package (Fillable PDF)

For Volunteers — Body

Hi [Name],

Thank you SO MUCH for signing up to volunteer at Kids Fun Fest Day on July 25 at Dorchester Park! 🎉

Attached is our Volunteer Onboarding Package — a FILLABLE PDF you can type directly into using Adobe Reader, Mac Preview, Chrome, or any phone PDF app. One signature signs all 6 parts:
• Part 1: Volunteer Information + T-shirt size
• Part 2: Emergency Contact & Medical
• Part 3: Volunteer Preferences & Special Skills
• Part 4: Liability Release & Waiver of Claims
• Part 5: Electronic Signature Authorization (ESIGN Act + MA UETA)
• Part 6: Your Signature (one signature signs all)

How to complete it:
1. Save the attached PDF to your phone or computer.
2. Open it — you'll see typeable boxes for every field.
3. Type your answers, check the boxes, type your name on the signature line.
4. Save the filled PDF and reply to this email with it attached.

If you are 16-17 years old, please also have a parent or guardian sign Part 6.

Please return the completed PDF to:
📧 sisterstrongcollective@gmail.com
OR 📞 857-370-2030 (call/text to arrange in-person drop-off) BEFORE your shift on July 25.

We're so grateful to have you on the team. Can't wait for July 25! 🎪

— Victoria Huell
President, Sister Strong Collective
📞 857-370-2030

3. Attach + Send

In Gmail, click the 📎 paperclip icon at the bottom of the compose window.
Pick the fillable PDF you just downloaded.
Wait for the upload indicator to finish (it shows a green checkmark).
Click Send.

📱 Send via WhatsApp

Step-by-step

Download the fillable PDF using one of the buttons above.
Open WhatsApp Web or the mobile app, open the chat with the recipient.
Click the 📎 attachment icon → Document (NOT Photo — Document keeps it as a real PDF).
Pick the downloaded PDF file.
Paste one of the short messages below in the caption.
Tap Send.

Member WhatsApp message

Hi [Name]! 💛 Excited to officially invite you to join Sister Strong Collective. Here's your New Member Onboarding Package — it's a fillable PDF (one signature signs all). Save it, open in any PDF app, type your info, sign, and send back to me. Welcome to the sisterhood! — Victoria

Volunteer WhatsApp message

Hey [Name]! 🎉 THANK YOU for volunteering for Kids Fun Fest Day, July 25 at Dorchester Park. Here's your Volunteer Onboarding Package — fillable PDF, one signature. Save, open in any PDF app, type, sign, send back to me before your shift. Can't wait! — Victoria

🔧 Troubleshoot

"Gmail opened but no PDF downloaded"

Your browser may have blocked the auto-download. Check the bottom-left of the browser for a download icon, or check your Downloads folder. If still missing, click the ✏️ Fillable PDF (type into it) button manually instead, then drag it into the open Gmail window.

"Gmail asks me to sign in to a different account"

The button hard-codes sisterstrongcollective@gmail.com as the authoring account. If you're signed into a personal Gmail in the same browser, Gmail may prompt you to switch accounts. Sign into sisterstrongcollective@gmail.com first, then click Email it again.

"The recipient says they can't type into the PDF"

They're probably opening it in Quick Look (Mac preview), an old browser PDF, or an image viewer. Tell them to:

iPhone: Open the Files app, tap the PDF, tap any field — it becomes typeable.
Android: Open in Adobe Acrobat Reader (free in Play Store).
Computer: Right-click PDF → Open With → Adobe Reader (free download from get.adobe.com/reader) or Chrome browser.

"Recipient returned a non-signed PDF"

This happens when they viewed the PDF in a viewer that doesn't save fields. Send the link to the HTML version instead — https://sisterstrongcollective.org/member-onboarding-package.html — where they can fill in the browser, then click Print → Save as PDF.

"I want to send to 20 people at once"

For now: send individually (so each person feels personally invited). For a mail-merge solution that sends 20 personalized emails at once, ask me to build the bulk-email tool next.

"The fillable PDF doesn't look the same as the 47-page version"

Correct — the fillable PDF is the application form (short, signable). The 47-page version is the handbook (reference reading, welcome letter, all policies). Send the fillable for signature; share the handbook link for context.