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 separate session-specific welcome message. Use it for kit lists, what not to bring, waterproofs, water-play reminders, spare clothes, towels, weather notes, food or snack guidance, meeting points and other practical preparation. It 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.

The Parent Info Email does not replace the standard booking confirmation. The family receives the transactional confirmation with the booking details, followed by the practical welcome email when the session has one enabled and populated.

If one checkout contains bookings for several different sessions, Oakline currently sends one Parent Info Email using the first enabled session in that checkout. Keep essential booking and payment details in the standard confirmation, and do not rely on several different welcome emails being sent from one mixed-session checkout.

For the wider family experience, see First Steps for Parents and the public guide to the branded Forest School parent app.

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]"