Send automatic client emails
Turn on membership, first-visit, and birthday emails. They stay off until you enable them, and you can edit the wording in German, French, Italian, and English.
Before you start
- Permission to manage studio settings
- 1
Open Studio → Business Settings → Emails
Go to Studio, open Business Settings, and switch to the Emails tab. Every trigger is off by default, so nothing is sent until you turn it on.
- 2
Choose which emails to send
Membership expiry reminds clients whose membership will end and does not auto-renew. Membership renewal reminds clients before an automatic renewal. Before first visit is sent after the first confirmed booking. After first visit is sent after the first attended class — a cancellation or no-show does not trigger it. Birthday is sent on the client's birthday in your studio timezone, only if a date of birth is stored.
- 3
Set how many days before
For the two membership emails, set Days before (1–30). The default is 7 days, and the same lead time applies to both expiry and renewal. The toggle descriptions update to show the number you chose.
- 4
Edit the text
Pick an email and a language. Empty languages use the StudioPlan default. Insert fields such as [Client name], [Studio], [Membership], [Date], or [Class] with the grey chips — they are replaced with real details when the email is sent. A preview underneath shows an example. From name and reply-to default to your studio name and email.
- 5
Send a test to yourself
Use Send test to me to receive the selected email at your staff address. Save after you change switches, timing, or copy.
- 6
Check what was sent
Open a client profile to see automatic and manual studio emails with template, time, trigger, and delivery status. Each trigger is sent at most once per client.
Tips
- Clients who turn off email notifications are skipped.
- Birthdays on 29 February are sent on 28 February in non-leap years.
- These emails are separate from booking confirmations, class reminders, and invoice payment reminders.