Classcard can automatically send email alerts to staff and students for things like class reminders, cancellations, and updates. Manage which alerts each group receives from Settings → Email Alerts.
Email alerts are divided into two different tabs: Student and Staff.
Student
Manage all student email alerts effortlessly on this tab. The categories are segmented into sections, providing the flexibility to toggle specific alerts and ensure students receive the relevant emails.
The categories
Login - Grant access to your customer portal
Calendar - Alerts for actions on the calendar
Attendance - Alerts for all matters related to class and student attendance
Invoicing - Notifications for matters about student billing
Online booking (on by default) - Alerts on confirmation of receiving online bookings from students and leads
Form submissions - Alerts on form submission by students and leads
Resources - Alerts on resources shared with students
Gradebook - Alerts on student grades
Staff
Manage all staff email alerts through this tab. Each alert can be toggled on or off independently, and you can configure which roles receive each specific alert - Owner, Admin, Front Office, Coach, Assistant Coach, or Sales.
Roles shown with a ✅ are currently subscribed to that alert. Roles shown with a ➕ are not subscribed. Click on the ➕ sign to add them. Use ⚙️ Manage unsubscribes on any alert to view and manage individual staff members who can be added or opted out of that specific notification.
The categories:
1. Profile - Grant access to your dashboard
Staff login invite - Email invite to log in to their Classcard staff account
Document expiry - Email staff when a document is expiring
2. Calendar - Alerts for actions on the calendar
Event created - Email staff to alert them about a newly created event
Event updated - Email staff when there are changes to an event, including the title, description, status, time, location, staff, and seat
Event cancelled - Email staff when an event is cancelled
Event deleted - Email staff when an event is deleted
Upcoming event reminder - Email staff about an upcoming event. Default reminder timing can be configured via the Default reminders link
Removed (billable) - Email staff when students are removed from a class and categorised as billable
Birthday greeting - Email birthday greetings to staff on their birthdays
3. Attendance - Alerts for all matters related to class and student attendance
Attendance summary - Sends a consolidated attendance summary for all classes in the day
4. Billing - Alerts on matters related to student billing
Invoice issued - Email when a new invoice is issued
Invoice cancelled - Email when an invoice is cancelled
Payment receipt recorded - Email upon recording a payment for an invoice
Credit note issued - Email when a credit note is issued for an invoice
Credit note voided - Email when a credit note is voided
Refund issued - Email when a payment is refunded
Payment reminder - CC'd on payment reminders sent to students for their due invoices
Session completion reminder - CC'd on emails sent to students when their paid sessions are nearing completion
5. Online booking - Alerts on confirmation of receiving online bookings from students and leads
New online booking received - Email admins and owners on receiving a new online booking
New online booking received - Email staff members on their own classes when a new booking is received
Online booking cancelled - Email coach members when a student's online booking is cancelled
6. Form submissions - Alerts on form submission by students and leads
Student form - Email staff when a student submits a student form
Lead form - Email staff when a prospect submits a lead form
7. Resources - Alerts on resources shared with staff
Course or file shared - Email when a course or file is shared with a staff member
8. Gradebook - Alerts on student grades
Grades published - Automated email sent to students when their grades are published
9. Leads - Alerts for leads and their won stages for staff members
Leads marked as 'won' - Email an announcement when a lead's status is updated to won
10. Tasks - Alerts on lead and student tasks
Assigned task - Email alert when a task is assigned to a staff member
Task reminders - Email a reminder for an upcoming task deadline
11. Leave request - Email requesting approval whenever a staff member applies for leave
12. Performance digest - Receive alerts on academy performance
Performance update - Email regular performance updates on metrics like invoiced revenue, new students added, etc.