ADMIN - System Emails

What are system emails, and how do they work?

FranScape automatically sends emails when certain actions are completed. These Global email templates can be edited by the system administrators only. The Variables assigned to each template are fixed, but we can add others if required. 

Email Name

Description

Sent

Class Booking Confirmation

Email sent to a customer to confirm a new booking.

As soon as the booking is completed by the Customer

As soon as you confirm the booking from the Waiting List

Class Booking Rejected

Email sent to a customer when a booking is rejected (a consumer is removed from waiting list)

Immediately

Class Re-Enrolment

Email sent to customers with details of their next class when the one they are currently on rolls over into the next.

At 9:00am on the date set as “Send Rollover Email”

Consumer Added To The Waiting List

Email sent via admin/franchisee to inform customer that their consumer has been added to the waiting list (provisional booking)

Immediately

Consumer Award

Email sent to a customer to inform them of their consumer's award. This email is sent when a user edits the award field of a consumer.

Immediately

Consumer Moving Classes - Customer

Email sent to a customer when a consumer is moved from one class into another.

Immediately

Consumer Moving Classes - Instructor

Email sent to an instructor when a consumer is moved from one class into another.

Immediately

Consumer removed from class - Customer

Email sent to a customer when a consumer is removed from a class.

Immediately

Consumer removed from class - Instructor

Email sent to an instructor when a consumer is removed from a class.

Immediately

Contracts Expiring Reminder

Email sent to all system admin users when a contract is 90 days from expiring.

90 Days prior to the Contract expiry date

Course Rollover Complete

Email sent to a franchisee user when the rollover they started has completed.

Shortly after the course rollover has been saved

Customer - New Account Email

Email sent to a customer with their password when their account is created.

Immediately

Customer Contact Message

Email sent via admin/franchisee to a batch of customers containing a message.

Immediately

Customer payment card expire soon

Email sent to a customer that have a payment card that will expire in the current month

Immediately

Customer Payment Receipt

Email sent to a customer to confirm payment received and provide receipt.

Immediately

Customer Refund Receipt

Email sent to a customer to confirm refund and provide receipt.

Immediately

Customer switch to monthly confirmation

Email sent to customer to confirm switching to the monthly plan

Immediately

Daily Venue Lessons Registers

Email sent at 5pm each day to marked venue contacts containing tomorrow's lessons registers.

At 5pm each day if lessons are present the next day

Franchisee confirmation that consumer cancelled the plan

Email sent to franchisee about a customer cancelled the plan

Immediately

Franchisee update that customer payment card expire soon

Email sent to franchisee about a customer payment card will expire in the current month

On 1st day of expiry month

Instructor - Lesson Registers Email

Email sent to an instructor with the given dates lesson registers.

At 5pm each day if lessons are present the next day

Lesson Cancelled - Customer

Email sent to affected customers when a lesson has been marked as cancelled.

Immediately

Lesson Cancelled - Instructor

Email sent to affected instructors when a lesson has been marked as cancelled.

Immediately

Lesson Cancelled - Venue

Email sent to affected venues (register contacts) when a lesson has been marked as cancelled.

Immediately

Medical Form Link

Email sent to a customer with a link to fill in and submit a medical form online. This email is sent firstly when initiated by a user and then every 12 months (unless inactive).

No longer in Use

Medical Information Annual Review Reminder

Email sent every 11 months to customers to remind them to update their consumers Medical Information

11 months after last update of medical details

Monthly Payment Received (Customer)

A confirmation for the customer that payment has been received

Immediately

Monthly Payment Rejections (Customer)

An information for the customer that payment has been rejected

Immediately

Monthly Payment Rejections (Franchisee)

An information for the franchisee that payment has been rejected

Immediately

Monthly Plan Cancellation Confirmation (Customer)

Email sent to customers with plan cancellation confirmation.

Immediately

New User Created

Email sent to a user when they are created.

Immediately

New User Deleted

Email sent to a user when they are deleted.

Immediately

Order despatched (customer)

An update for the customer that the order has been despatched

Upon successful upload of CSV

Orders CSV to the Fulfilment House

An email to the fulfilment house with a CSV file containing latest orders details

23:59 every Wednesday

Outstanding Balance

Email sent every week on a Monday to customers that are in debt.

5:00pm every Monday

Terms & Conditions

A copy of terms and conditions sent to the customer.

As soon as you confirm the booking

User Forgot Password

Email sent to a user when they request a forgot password reset from the login page.

Immediately

User Password Reset

Email sent to a user when their password is reset.

Immediately