📝 Overview
TeamUp allows you to create automated emails that get sent to you and/or your staff before or after a class or an appointment.
You can use these notifications to remind your instructors that they have a session coming up, or as a reminder to check off attendance, for example.
💡 If you'd like to create pre or post-session emails for your customers, see this guide.
Let's take a look at how to set them up!
🛠️ Accessing Email Notifications for Instructors & Staff
If you'd like to set up an email notification to go out to your staff or class instructors, you'll need to go to Communications ➔ Notifications ➔ Event Registrations: Emails to Instructors + Staff, and here, you'll find the option to create a notification to be sent either before or after the class starts, by clicking on "Detail" to the right of either option.
Let's take a closer look at both of these options below.
⬅️ Before Class (To Instructors/Staff)
You can create one or multiple email notification which are sent to your staff or class instructors before a class takes place, and you can create an email per class type as well.
Click here to find out more about creating email notifications for before a class starts
Click here to find out more about creating email notifications for before a class starts
When you click on Detail to the right of the Before Class option, you'll be taken to the next page where you can set up triggers for the notifications you'd like to set up.
If you click on the green Add Trigger button, you'll be asked to set the number of hours before the class start time, that you would like the notifications to be triggered.
🧠Example:
If you want to email your instructors 24 hours before your classes start, you will only need one 24-hour trigger.
If you want to email them twice, 24 hours and 72 hours before your classes start, you'll need to set up two triggers.
Once the trigger has been set up, you'll be redirected to the Trigger page, where you can click on "Add Action" to select whether you would like to create an email notification for your class instructor(s), or the business.
💡 If you'd like to email both, you can set up an action for each one.
Click here to find out more about actions
Click here to find out more about actions
If you select "Always", then the notification you set up will be sent out 24 hours before every class.
If however you select "Only when certain conditions are true", then this will allow you to select the class type you would like this notification to be sent out for.
Once you save your Action and click on Continue, you'll be directed to the page where you can set up your email notification.
Here, you can type out the email you'd like to go out to your Staff or Instructors, and use the variables to the right in order to fill in the relevant information automatically at the time the email is set to go out.
🧠Example:
So in the image above, the text entered into the email field is:
Hi {{recipient_first_name}},
This is just a reminder that your {{class_name}} class will start in 24 hours at {{venue_name}}.
Check your class attendees who have already registered here: {{class_business_url}}
See you there!
But when the email is sent out, the variables will be replaced by the relevant information and so the actual email which will be sent will look more like this:
Hi Simon,
This is just a reminder that your Advanced BJJ class will start in 24 hours at Solihull.
Check your class attendees who have already registered here: (Class URL)See you there!
➡️ After Class (To Instructors/Staff)
You can also create email notifications which are sent to your staff or class instructors after a class takes place. This may be to remind them about admin tasks such as filling in a report, or making sure they took attendances.
Click here to find out more about creating email notifications for after a class starts
Click here to find out more about creating email notifications for after a class starts
When you click on Detail to the right of the After Class option, you'll be taken to the next page where you can set up triggers for the notifications you'd like to set up.
If you click on the green Add Trigger button, you'll be asked to set the number of hours before the class start time, that you would like the notifications to be triggered.
🧠Example:
If you want to email your instructors 24 hours after your classes start, you will only need one 24-hour trigger.
If you want to email them twice, 24 hours and 72 hours after your classes start, you'll need to set up two triggers.
Once the trigger has been set up, you'll be redirected to the Trigger page, where you can click on "Add Action" to select whether you would like to create an email notification for your class instructor(s), or the business.
💡 If you'd like to email both, you can set up an action for each one.
Click here to find out more about actions
Click here to find out more about actions
If you select "Always", then the notification you set up will be sent out 24 hours after every class.
If however you select "Only when certain conditions are true", then this will allow you to select the class type you would like this notification to be sent out for.
Once you save your Action and click on Continue, you'll be directed to the page where you can set up your email notification.
Here, you can type out the email you'd like to go out to your Staff or Instructors, and use the variables to the right in order to fill in the relevant information automatically at the time the email is set to go out.
🧠Example:
So in the image above, the text entered into the email field is:
Hi {{recipient_first_name}},
This is just a reminder that you attended an {{class_name}} class 24 hours ago at {{venue_name}}.
Check and make sure you took attendance for this class here: {{class_business_url}}
Thank you!
But when the email is sent out, the variables will be replaced by the relevant information and so the actual email which will be sent will look more like this:
Hi Simon,
This is just a reminder that you attended an Advanced: BJJ class 24 hours ago at Solihull.Check and make sure you took attendance for this class here: (Class URL)
Thank you!
❓ Frequently Asked Questions (FAQ's)
Click here to view frequently asked questions
Click here to view frequently asked questions
Can I set up notifications to go out to instructors every time a customer registers for a session?
Click here to view the answer
Click here to view the answer
Yes, but this is not something which can be set up in the notifications section.
If you want emails to go out to staff and instructors for individual class registrations, these can only be enabled for Owners, Admins, and instructors with the relevant permissions.
If you want these email notifications to go out to instructors (not Admins or Owners), you will need to ensure they have the correct permissions enabled, which are either the permission to Manage All Sessions or Manage Sessions They Instruct. (see here)
To enable these notifications, go to Staff ➔ Staff Management ➔ Options next to the staff member ➔ Edit Notification Preferences
Now you'll see the option to enable notifications for individual class registrations and or multi-class registrations as well.
Staff members can edit their own notifications by logging into their account, and going to My Account ➔ Notifications