Communication

Reminder timing and toggles. Subjects/bodies live on the Templates page; the results on the Email log.

Campaigns (bulk email)

Admin → Email → Campaigns sends a one-off message to a group — dojo closures, grading notices, event reminders. Compose a subject and a Markdown message, choose an audience (all active members, a location, a discipline, a course, or members with an overdue balance), and queue it.

• The recipient list is resolved with the student → guardian email fallback and deduplicated, so siblings sharing a guardian address get one copy. Members who paused non-essential email are skipped, and the overdue audience is tax-aware (an invoice with any outstanding tax still counts).
• Campaigns are queued and delivered by the scheduler in batches (within a few minutes), so a large list never blocks the app. Per-recipient delivery and failures show in the Email log.
• Requires communications:edit. Queuing is audited.

Reminder settings

Setting	Default	Range
Class reminders	on	Hours before class: 24 (1–48)
Payment reminders	on	Days before due: 3 (0–30); overdue reminder after 7 days (1–90)
Birthday emails	on	On the day (Feb 29 birthdays only in leap years)
Trial follow-ups	on	Days after the booked trial class (or pipeline join for walk-ins): 3 (1–60)
Booking confirmations	on	Sent the moment a public booking creates a trial
New booking alerts (staff)	on	One alert per listed recipient; recipients start empty
Agreement reminders	on	One email per student per unsigned or out-of-date agreement (version-keyed)
Verification reminders	on	One email per trainer per expiring/expired credential; days before expiry: 60 (1–365); repeats weekly until renewed; falls back to configured staff recipients when a trainer has no email

Behaviour notes

• Class reminders target ACTIVE/TRIAL students who train the course's discipline at the session's location — the same population that checks in.
• Payment reminders fire once per invoice per phase (due-soon, overdue) — never repeatedly.
• Trial follow-ups fire once per open trial; converted or lost trials never get one. The window counts from the class the prospect booked, falling back to the pipeline join date for walk-ins — so a follow-up is never sent before the booked trial class.
• Booking confirmations fire once per booking, to the prospect's email only (deduped; a duplicate submission never re-sends).
• New booking alerts go to every configured staff recipient whenever a public booking creates a trial (deduped per booking). Enter comma-separated addresses under Communication settings — alerts begin once at least one is saved; the Trials sidebar badge is the in-app signal.
• Agreement reminders fire once per student per outstanding document version. Editing a document to a new version re-arms the reminder; see Documents & Consent.
• All sends respect the student → guardian fallback and skip students with no email at all.
• Every send is logged (see Email log); when SMTP is unconfigured the pass bails before sending so dedup keys are never burned.

Requires settings:manage. Changes are audited.