When you migrate institutional subscribers from WooCommerce Memberships to Access Control, their members need to know what’s changing and what to do. Use these templates to communicate the transition — fill in the bracketed fields before sending. Use Template 1 for IP-based access and Template 2 for email-domain access.

Template 1: IP-based access

Use this when the institution’s access is verified by their network IP address.

Subject: Quick update on your team’s [PUBLICATION NAME] access

Hi [Contact Name],

We’re making an upgrade to how group access works on [PUBLICATION NAME]. For your team, very little is changing. Access is still automatic when your team members are on your organization’s network — no login required.

One new step

We’ve created a dedicated verification link for your institution:

[INSTITUTION VERIFICATION URL]

The first time a team member visits this link from your organization’s network, their browser will be verified and they’ll have seamless access to [PUBLICATION NAME] content for 1 year. After that, they just visit the link again.

What we’d recommend

Share the verification link with your team by email, on your intranet, or wherever makes sense. They visit it once from your network each year and they’re set.

What stays the same

Your billing, coverage, and day-to-day reading experience are not changing. Your team still gets automatic access on your network, same as before.

If anything isn’t working as expected, reach out to us and we’ll get it sorted.

Template 2: Email domain access

Use this when access is granted to anyone with a verified organizational email address.

Subject: Steps for new team members to access [PUBLICATION NAME]

Hi [Contact Name],

We’re upgrading how group access works on [PUBLICATION NAME]. The change is designed to make access more straightforward for your team, but there’s one step new team members will need to take.

What’s changing

Previously, your team members accessed [PUBLICATION NAME] through individual accounts tied to your plan. We’re moving to a system that recognizes team members by their organizational email domain. Anyone with a verified @[yourdomain.com] email address will automatically have access.

What your team needs to do

Team members who already have a [PUBLICATION NAME] account with their organizational email address just need to log in as usual — no changes needed.

For team members who don’t have an account yet:

  1. Create a [PUBLICATION NAME] account at [REGISTRATION URL] using their organizational email address (e.g. name@[yourdomain.com]).
  2. Check their inbox for a verification email and complete the verification step.
  3. Once verified, they’ll have full access anytime they’re logged in.

Important: email addresses must be verified to grant access, so please encourage new users to complete the verification step promptly.

What stays the same

Your billing, coverage, and day-to-day reading experience are not changing. This is just an upgrade to how new members of your team get access to content on the site.

If anything isn’t working as expected, reach out to us and we’ll get it sorted.

Still stuck? Post in #newspack-help on Slack.