How to Send a Custom Email to Parents and Carers
There are various ways you can send out custom email messages to parents and carers depending on who you want to contact.
From the Contacts Page
You can send an email to all parents and carers within your 'Contacts' section -
You can use the 'Booking Status' dropdown to filter your contacts by the activity type they are attending. Alternatively, you can select everyone in/ not in programme.
Please note, you cannot send an email to all contacts at once. This is just to ensure that all emails are successfully sent from the server.
If you want to message all contacts, you can do this by first sending a message to everyone 'In Programme' then everyone 'Not in Programme'
To send the email, use the checkbox on the left side to select everyone, then click 'Send __ Emails' -
On the next page, you can:
Review everyone the email is being sent to
Customise your subject line
Change the message greeting
Enter your message
Offer a discount code
From a Class Register
From your 'Schedule' page, access the class register you would like to send a message to.
You can use the checkbox to the left of the children to select everyone on the register > click 'Message' > 'Email Message' -
From here, you can deselect anyone from the register you don't want to email by clicking the checkbox next to their name.
You can also select a single child using the checkbox next to their name and send an email to them only.
On the next page, you can:
Review everyone the email is being sent to
Customise your subject line
Change the message greeting
Enter your message
Offer a discount code
From a Camp Register
From your 'Camp' page, access the camp you would like to send a message to.
You can use the checkbox to the left of the children to select everyone on the register > click 'Message' > 'Email Message' -
From here, you can deselect anyone from the register you don't want to email by clicking the checkbox next to their name.
You can also select a single child using the checkbox next to their name and send an email to them only.
For camps, you can also send an email out to everyone booked into a specific day by clicking on the tab for that day.
On the next page, you can:
Review everyone the email is being sent to
Customise your subject line
Change the message greeting
Enter your message
Offer a discount code
From the Schedule Page - For Specific Terms
You can also send out custom email messages to certain groups of parents and carers by using the schedule filters.
The filters allow you to filter by a certain day of the week, a class type, venue, term and coach.
You can use the checkboxes to the left of the class to select which classes you would like to send an email to.
Then click 'Send Messages or Export'
This will compile the contacts for the selected classes. To send the email, use the checkbox on the left side to select everyone, then click 'Send __ Emails' -
On the next page, you can:
Review everyone the email is being sent to
Customise your subject line
Change the message greeting
Enter your message
Offer a discount code
How to Send a Booking Confirmation or Invoice to Parents and Carers
There are various ways you can send out booking confirmation and invoice emails to parents:
If you have our SMS Invoice feature switched on then parents and carers will also receive a text message with this information alongside the email.
Please note, a booking confirmation email can only be sent out once per order.
If the parent/carer has booked in themselves, they will have already received this email when they booked in.
If the child was booked in manually, a booking confirmation would then need to be sent out.
If this email has already been sent out, an invoice can be sent to remind parents and carers of the sessions or prompt them to pay.
From the Class/ Camp Register
To send a booking confirmation or invoice from the class register, select the contact you want this to be sent to using the checkbox to the left of the child's name.
The booking confirmation and invoice can also be sent out at mass by clicking the checkbox next to the word 'Child' on the register (highlighted below)
Once the contact/s are selected, click 'Message' > 'Booking Confirmation/ Invoice'
From the Outstanding Orders Page
Invoices can be sent out from the 'Orders' section > 'Outstanding Orders'
On the right side of the page, you will be able to click 'Send Invoice' to send this out to the parent/carer.
The invoice can also be closed if needed:
From the Parent/Carer's Order Page
On an outstanding order page, a booking confirmation and invoice can be sent out.
If a booking confirmation email has not been sent out, this will prompt you to send out a booking confirmation:
If this has already been sent out, you will be prompted to send out an invoice:
From the Schedule Page
You can use the 'Invoice' button beside the term on the 'Schedule' page to send out a mass invoice to multiple classes at once.
Please note, subscription terms cannot be mass invoices in this way.
From this page, you can select anyone you would like to send an invoice out to using the checkboxes to the left of their name > click 'Send' -
