Amend your automated messages to be more personalised with your customers.
- Click
<to the right ofMessages - In the expanded menu click
Email Templates - Select email type by clicking
Select OneAfter you've selected email type - the system will show our automatic standard message. You can edit the content of the email template here. - Once you are happy with your changes don't forget to
Save. The system will send your unique template when prompted instead of the default Class Manager email template. - If you decide to change it back to the default Class Manager template - just click on
Reset to default template.
Note - The use of double brackets is not compatible with Class Manager emails
Example : ((don't forget))
If this is included in any email, it will not be possible to send to your customers.
Adding Merge Fields
Adding a personal touch to templates can be done using Merge Fields, adding these into an email template will help keep your emails personal, like using the customers first name.
When adding a merge fields to the relevant template you can use the options from the drop down list under Merge Fields.
Please note: Only the relevant merge field options will work within a template (you cannot copy and paste one from another template). If the option is not in the drop down then it isn't supported and won't work.
Email Templates, what they mean and when they are sent -
| Name of template | What does the template do? | When does the template send? |
| Account Statement | Email details the balance on customers account (either + or -) | Click 'Email to Customer' under 'Account Statement' on the customer account |
| Payment Receipt | Will send an email confirming a payment has been received by the customer | If receipts have been enabled for payment methods then an email will be sent once a payment has been added into the system |
| Class Video invite | Email is sent to customers who students are enrolled into an online class (either live or pre recorded) | Sends to customers before the lessons start time, for pre recorded videos or live. |
| Invoice cancelled | Sends an email confirming the invoice has been cancelled by admin | An awaiting payment invoice was cancelled by admin |
| Invoice receipt | Confirmation of a received payment for an invoice | Sends to customer after invoice is marked as paid |
| Instalment reminder | Email will display payment plan information such as instalments amounts, instalment dates | Once the 1st instalment has been generated |
| Invoice autopay | Sends an email if there is an issue with Autopay payment customer can pay invoices via portal link | Email will send to customer if there is an issue with a payment (eg insufficient funds) |
| Trial Cancelled | Sends an email to the customer explaining the trial been cancelled by admin | Will send when an upcoming trial has been marked as cancelled. |
| Trial Completed | Sends email when trial has been booked, the email will contain confirmation of lesson information | When a trial is created and booked into the system the customer will get an email containing lesson details and location etc. |
| Trial reminder | Email is sent to remind customer of booked trial for the student | Email will be sent 24 hours before a booked trial is to take place |
| Trial request payment | An email will be sent to the customer if a payment is required for booking the trial. | After a customer has booked a trial that requires payment they will receive an email containing trial information and payment information |
| Trial updated | if admin edits a booked trial to a new date it will inform the customer of the new | If admin changed the trial lesson, the email will detail the changes |
| Happy birthday | Sends a customised birthday email to the student | Email will automatically send the day of the students birthday |
| Portal enrolment success | Enrolment for class for student is confirmed | When a student is enrolled into the selected class/classes |
| Portal waiting list | Student has been added to the waiting list for chosen class | If class capacity is full then all student who enrol will be added to the wait list and email to confirm they have been added. |
| Portal invitation | Invite customers to log into the parent portal | Click on 'invite to portal' to trigger the email |
| Portal reset password | If customer forgets password for the portal log in | When customer clicks 'forgot password' on the portal login page |
| Trial reset password | If customer forgets password for the trial log in | When customer clicks 'forgot password' on the trial login page |
| Portal welcome | Customer has been approved by admin and features have been unlocked for customer | Email will send when the customers information has been entered into the system (manually or via the portal) |
| Staff register | Email sent to staff letting them know a certain lesson register is incomplete | Email will get sent if classes under the staff profile has lessons which are marked as incomplete |
| Staff send registers | Share registers with staff members for a certain season | When you click 'send registers' under staff profiles and choose the particular season |
| GoCardless Mandate Cancelled | Inform the customer that direct debit has been cancelled | If the mandate for the customer has been cancelled the customer will get a confirmation about this |
| GoCardless mandate request | Asks the customer to setup a direct debit mandate | Sends a link to set up a direct debit mandate with GoCardless |
| GoCardless mandate success | Direct debit has successfully been setup for customer | Once a mandate has been set up for the customer they will receive confirmation |
| GoCardless upcoming payment | Upcoming payment of X amount getting collected | Will let customer know that a payment will be collect via direct debit on or around set date. |
| Payment reminder (After due) | Displays invoice with the outstanding balance | Email will be sent if an invoice is marked as 'awaiting payment' after due date. |
| Payment reminder (Before due) | Reminder to inform customer has an outstanding balance of X amount and to process payment before the due date. | Email will inform customer of an invoice awaiting payment and its due date |
| Payment reminder (manual) | Invoice is due by X date OR X left to pay on invoice | Email will send let customer know if the invoice is due by X date or X amount is left to pay on the invoice |
| Payment reminder (on due) | Automated reminder to let customer know that they have an outstanding balance of X is due today | Reminder to let customer know that payment is due today |
| Invoice email | Displays invoice and payment details via email | When an invoice is approved and then sent to customer |
| Portal staff invitation | Staff can create a password and log into the portal | Click 'Send Staff Login Reminder' on the staff profile |
| Customer email update | Customer requested to update email address in the portal and allows them to update information | After customer clicks 'update email' on the parent portal, the request will then be sent to the customer to update their details |
| Trial Follow up absent | Student didn't get marked as present to the trial lesson | Email will be sent if student didn't get marked as present to the trial lesson |
| Trial Follow up present | Student attended class/marked as present a follow up will be sent if student wishes to continue | Email will send 30 minutes after register was completed asking if the student would like to continue with class |
| Invoice classes uniform | Email sent with recommended uniform for selected classes | After adding uniform to a class you can send customers a uniform email via the invoicing page |
| Portal payment method requested | Invite customer to sign up to our portal and add a payment method to account. | Email will send after customer is selected and the option for 'Request Payment Method' was selected |
| Register download email | Find class registers in the attachments | Email will be sent if the season has more than 100 classes and you click on 'download as' in the season options |
| Pay As You Go Invoiced email | Booked lessons have been invoiced and paid successfully | After a customer has booked into a PAYG lesson they will get confirmation on the class information |
| Makeup lesson email | Makeup lesson as be added for student and displays lesson details | After a makeup lesson was created by admin for a select date for a select class |
By following these steps, you can efficiently customise and personalise your automatic emails sent within the Class Manager. 🙌