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Configure and send the post-migration broadcast

The post-migration broadcast is the email that goes to your imported members with a personal link they use to claim their account. This guide covers how to write the email, set how long the claim links last, and send it — or cancel it if you change your mind.

Who can do this: Admins with the broadcast permission (migration:broadcast). If you don’t see the option, ask your Org Owner.

Before you start

Section titled “Before you start”
  • Your members should be imported before you send the broadcast. The broadcast is most useful for new member accounts — members who need to set a password and verify their profile.
  • The broadcast goes to all members from your import — there is no audience choice on this page. You can’t narrow it by membership level, tag or login status.

Steps

Section titled “Steps”

Open the broadcast page

Section titled “Open the broadcast page”
  1. After your import completes, open the broadcast page from the import summary (or Migration in the sidebar).
  2. Read the blue banner at the top: “Invite your imported members to claim their accounts” — nothing sends until you review the email and select Send now, so the page is safe to explore. If a broadcast was already sent for this import, a second banner says so; sending another re-invites members who haven’t claimed their accounts yet (members who already claimed are never sent another link).

Write the email

Section titled “Write the email”
  1. To start from a draft, select Draft with AI. The subject and body fill in with a suggested email, and a notice reads “AI-generated — please review before sending”. Edit the draft as you like — you can select Draft with AI again for a fresh draft. If AI drafting is unavailable, a notice says so and you can write the email yourself.
  2. Type or edit the Subject.
  3. Type or edit the Email body. If you write your own body, include the {{claim_account_link}} merge tag (type it exactly) — this becomes the personal link each member uses to claim their account. Without it, Send now is blocked and an error appears under the body. If you leave the body empty, members get the standard claim-account email instead.
Section titled “Set how long claim links last”
  1. Below the email, the line “Claim links expire in {lifetime} from the send date.” shows the current claim-link lifetime (you need the permission to view token policy to see it). The lifetime is shown in days when it is a whole number of days (for example “30 days”), otherwise in hours (for example “36 hours”), or in minutes for a lifetime under an hour.
  2. To change it, choose a value under Claim link valid for — 7 days, 14 days or 30 days — and select Save link expiry. The line updates to the new value. This control appears only if you have the permission to configure token policy; if you don’t see it, ask your Org Owner.
    • If your organization’s lifetime is something other than 7, 14 or 30 days (it was set on the Security page), the list shows Custom ({lifetime}), which you can’t select, and Save link expiry is unavailable. The page explains: “Claim links currently last {lifetime}, set on the Security page. Choose 7, 14 or 30 days to change it here.” Choose 7, 14 or 30 days to replace it, or leave it and change it on the Security page instead.

Send

Section titled “Send”
  1. When the email looks right, select Send now. MapleGather queues the broadcast and takes you to the transition dashboard to watch delivery progress. The broadcast sends right away — there is no option to schedule it for later.

Cancel a broadcast

Section titled “Cancel a broadcast”

A broadcast can be cancelled only while it is still queued — once its emails start going out it can’t be stopped. While the broadcast for this import is queued, the page shows Cancel broadcast next to Send now (with the cancel permission). Select it and confirm in the dialog (“Email hasn’t sent yet. Cancel?”), or select Keep sending to close the dialog without cancelling.

Verify

Section titled “Verify”

You’ll know the broadcast was accepted when the page redirects to the Transition dashboard and shows the broadcast’s status under the title — Sending while the emails go out, then Sent, Partially sent or Failed. See Monitor the admin transition dashboard to track delivery.

If something goes wrong

Section titled “If something goes wrong”
  • Claim-link error under the body — The body you wrote is missing the {{claim_account_link}} merge tag. Type {{claim_account_link}} into the body where the link should go, or clear the body to send the standard claim-account email.
  • “Couldn’t change how long claim links last — try again.” — Saving the claim-link lifetime failed. Your choice is kept; select Save link expiry again.
  • No claim-link lifetime controls — You don’t have the permission to configure token policy. Ask your Org Owner.
Section titled “Related”