Communication

Scheduler-driven emails that go out on their own, plus the log that keeps you honest about what was sent.

Reminder types

Type	Trigger	Default
Class reminder	Hours before a session, to students who train that course's discipline	On, 24h before
Payment reminder	Once when an invoice enters the due-soon window; once more after N days overdue	On, 3 days before due / 7 days overdue
Birthday email	On the day (Feb 29 birthdays only in leap years)	On
Trial follow-up	One email per open trial after N days in the pipeline without converting	On, after 3 days

Each type is individually toggleable with its own timing window under Admin → Communication. Subjects and bodies are editable under Admin → Templates, with a sample-send to test delivery — see Templates.

Recipients

Emails go to the student's address, falling back to the guardian when the student has none. Students with neither are skipped — they also can't use the member portal.

Deduplication

Every send writes a log row whose key enforces once-per-period semantics: a repeated scheduler tick, a restart, or a re-run never sends the same reminder twice. When SMTP isn't configured, the whole pass bails out before sending so keys are never burned by a broken configuration.

The email log

Admin → Email log shows every send — type, recipient, subject, status (SENT / FAILED), and timestamps. Failed sends include the error message, and the dashboard shows a chip when recent sends failed.

• Retry — re-send a failed email with one click. Tokens are regenerated from current data, so a retried class reminder reflects the session's latest time.
• Retention — log rows are pruned by the scheduler (default 14 days; see Email Log).

Permissions

Action	Permission
View email log	audit:view
Retry sends, manage reminder settings	settings:manage