Automatic emails Premium
This feature is part of the Premium plan.
Automatic email is a Premium feature: Attendlr emails your students from your templates, in your name, one template per event. The events about passes and owed sessions: first session (welcome), pass used up (0 sessions), pass went negative, pass expiring, monthly unpaid sessions. The greeting and win-back events, which need the student's consent: milestone (the nth session), we miss you (after so many days away) and birthday. For each template you decide whether we ask you first or it goes out by itself.
To turn it on:
- Open Settings.
- Tap the Automatic email row.
- Turn on Enable automatic emails. Your profile needs a name for this: the emails are sent in your name, via Attendlr.
- Go to Settings, Message templates and open the template.
- Under Automatic sending, pick an event.
- Pick the sending mode: Ask me first or Send automatically.
- Save the template.
The ready-made templates are already linked to their events, in Ask me first mode: Welcome message, Milestone congratulations, Time to renew, Pass used up, Pass expiring, We miss you, Happy birthday and Monthly unpaid sessions reminder. If you added the ready-made templates earlier, get the new ones from the template list's menu (Add missing ready-made templates). One template per event. You can narrow the event too: only after certain class types, or only to students carrying one of the chosen tags. Under the event you also set its number: after how many days away, how many days before expiry, at which session counts (e.g. 10, 50, 100), and for Pass used up (0 sessions) which pass types it applies to and how many days to wait for a new pass. Do not turn that one on for day tickets or date-bound monthly passes.
Leads can get emails too. New lead: when you record a lead with an email address, an information email goes to them, by default an hour after the record (adjustable on the template). Lead reminder: a few days after the record, if they are still undecided, that is in new or contacted status. These need no consent, the lead asked for the information; the unsubscribe link is in them too, and you can switch it off when editing the lead: No automatic email. The ready-made templates include Thanks for your interest and Lead reminder. The lead's profile shows the emails sent to them, just like a student's.
In Ask me first mode you get a suggestion in your notifications after the event, with Send and Skip buttons. On the Settings, Automatic email, Email sends screen you can open a waiting email and edit its text (that one email only, the template stays), schedule it with Send later, or skip it. A suggestion left undecided for seven days is dropped.
When it goes out: the welcome and the milestone email at 8 pm on the day of the session, the pass-went-negative email at 9 am the next morning, the pass-used-up (0 sessions) email after its wait, at the hour set on the template. For the session-based events you can set a fixed hour or a number of hours after the session per template. We miss you, birthday and pass expiring are checked once a day in the morning and go out at the hour set on the template. The monthly reminder goes at 9 am on the day set in Settings. Nothing goes out between 9 pm and 8 am; anything due then goes at 8 am. Nothing is ever sent for what happened before you switched it on: a student who had already stopped coming before that gets no we-miss-you email.
You get a copy of every email at your copy and reply address, marked Copy, and students' replies arrive at the same address. By default it is your login email. If you set another one, we send a 6-digit code to the new address and it takes effect only after you enter the code. With Open tracking on, the Email sends screen also shows when the recipient opened the email; it is not always accurate, and you can turn it off in Settings.
A student under 18 gets the email through their contact person, if one has an email address. In Settings you choose whether the student, the contact person or both receive it, and you can override that per student when editing them. The same place switches it off for one student entirely: No automatic email.
What counts as consent? When editing a student there is a switch: May get greeting and win-back emails. Turn it on only if the student (for a minor, the parent) has explicitly agreed to receive such emails from you: for example they signed it on the sign-up sheet, ticked a box on a form, or replied to an email. A verbal yes cannot be proven later, so it is not enough. Emails about passes and owed sessions need no consent, they are about training with you. You can see the switch in the students list filter (Greeting emails), and the CSV import can set it with the Email consent column. The No automatic email switch always wins: when it is on, nothing is sent.
Every email ends with an unsubscribe link. If the student uses it, they get no more automatic email, and you see that on their profile. A bouncing address is switched off too.
Limits: at most 40 emails a day and 500 a month, and the same template to the same student only once in 14 days. If a field has no data, the email always waits for your approval, never goes by itself.