You can set up automated emails for the following situations:
- when an invoice is generated
- when a balance has been outstanding for a specified number of days
- when the invoice is paid
- on a student’s birthday
- when a student misses a specified number of classes
- when a student joins your school.
To set up these triggers, go to “emails” and select “auto email” in the left-hand menu. First, create email templates in the “email” section for the triggers you want to use, and insert the appropriate codes.
Sending emails when invoices are created
You can notify students by email when an invoice is generated for them, either manually or automatically. First, create an email template. Use “{lastinvoice}” to display the invoice amount and “{lastinvoicepaypal}” to add a PayPal payment link for that invoice. Enable PayPal integration in settings so students can pay directly from the email. If automatic invoice generation is enabled, the email is sent as soon as the system creates the invoice. Otherwise, it is sent when you click “generate invoices” on the “invoices” page. Once the template is ready, go to “auto email”, select the “On invoice created” trigger, and choose your template. View sent emails on the “sent” page or in the history on the “emails” page. Emails sent by a trigger have “[auto]” in the subject.
Sending payment reminders automatically
Use the “On invoice due” trigger to remind students about outstanding balances. Prepare an email template with the “{tdue}” code to display the total amount due. Set the number of days (X) after the last unpaid invoice date to wait before sending the reminder. The system sends another reminder every X days while the balance remains outstanding.
Sending payment confirmations to your students
Use the “On invoice paid” trigger to send payment confirmations. Include “{payment}” in your email template to display the amount paid. The email is sent as soon as you record a payment in “invoices”, or when a student pays through the PayPal integration. If a payment is not resolved automatically, the email is sent after you resolve it on the “PayPal IPN” page.
Sending happy birthday messages
The system can send a birthday email on each student’s birthday. Create a colorful template and use the “On birthday” trigger so you never forget a student’s birthday.
Send “we miss you” emails
Use the “On missed class” trigger to email students after they miss a specified number of consecutive classes. For example, set the number to 5 to send a reminder after every 5 consecutive missed classes.
Send welcome emails
The “on join” trigger is semi-automatic: it sends an email only when you click “send on join email” on the student details page. This link appears near the “save” button once the trigger is configured. You can send a welcome email with one click without leaving the page. Include fields such as {uid} and {password} to explain where and how students can log in to the student area.
Send membership expiration notices
Use the “on membership expiration” trigger to email members before, on, or after their membership expiration date. Set the number of days relative to that date: -2 sends an email two days before expiration, 0 sends it on the expiration date, and 3 sends it three days afterward. You can create multiple triggers to send reminders at different times. The system uses the “unsubscription date” field in member profiles, so update it whenever a membership changes. The “subscription expiring” reminder on the dashboard shows memberships that will expire soon or have already expired.
Send text messages (SMS)
You can also use our SMS sending feature to text your students. This is provided in collaboration with Clickatell or BulkSMS, leading text messaging gateways. Click SMS in your account to learn how to integrate.