System Emails

Overview

The system automatically sends email notifications for key actions. Below is a list of these emails and when they are triggered.

Staff & Users

Welcome Staff / Admin

• Trigger: Sent when you invite a new staff member or administrator.
• Recipient: The new user.
• Content: Contains a welcome message, their username, and a link to the portal.
• Subject: "Welcome to [Your Organization Name]"

Verify Account

• Trigger: Sent when a parent signs up for an account on the public portal.
• Recipient: The parent.
• Content: A link to verify their email address.
• Subject: "Verify your Oakline Account"

Password Reset

• Trigger: Sent when a user requests a password reset via the "Forgot Password" link.
• Recipient: The user requestion the reset.
• Content: A secure link to reset their password.

Bookings & Operations

Session Cancellation

• Trigger: Sent when an admin cancels a session or a specific booking.
• Recipient: The affected parent(s).
• Content: Notification of cancellation and refund details (if applicable).
• Subject: "Important: Session Cancellation - Oakline"

Booking Confirmation

• Trigger: After a successful payment (card or cash).
• Recipient: The parent.
• Content: A summary of the booking including session name, date, time, attendee names, and total amount paid.
• Subject: "Booking Confirmation – [Your Organisation Name]"

Parent Info Email

• Trigger: Immediately after the booking confirmation email, if the session has a Parent Info Email configured and enabled.
• Recipient: The parent.
• Content: Your custom session-specific message — typically includes meeting point, what to bring, and any important session notes. Supports personalisation placeholders.
• Subject: The subject you configured on the session (e.g., "Welcome to Forest Fun").

[!NOTE] The Parent Info Email is configured per session under Sessions > Edit Session > Parent Info Email. See Creating Sessions for setup instructions.

New Booking Notification

• Trigger: After a successful payment.
• Recipient: The organisation admin / staff.
• Content: Summary of the new booking so you are immediately notified of new sign-ups.

Admin Notifications

New Contact Inquiry

• Trigger: Sent when a visitor submits the "Contact Us" form on your public landing page.
• Recipient: The Organization Owner / Admins.
• Content: The sender's name, email, and message.
• Subject: "New Contact: [Sender Name]"