How to send an email to all course participants

In this article, you will learn how to send emails to all participants of a course or appointment and what options are available to you.

Contents

• Why this feature?
• Target group and affected areas
• Scope of the feature
• Implementation: Sending emails
• Rules and special features
• Examples of use

Fast lane

1. Go to the calendar or course schedule.
2. Select the desired course or appointment.
3. Open the participant list in the side panel.
4. Click the Send email to all participants option in the context menu.
5. Select a template or create a new message.
6. Confirm the recipient list and send the email.
7. For "Soft Bounces" you can use the Send anyway option.

Why this feature?

With this feature, you can efficiently and quickly send emails to all participants of a course or appointment. This is especially useful for last-minute changes, reminders, or follow-ups.

Target group and affected areas

This feature is intended for:

• Studio staff who manage courses or appointments.
• Users with permission for member communication and appointment management.

The feature is available in the following views:

• Calendar 
• Course schedule 

Scope of the feature

The feature allows you to send an email to all participants of a course or appointment. The following rules apply:

• Each recipient receives an individual email.
• Participants with invalid email addresses are automatically excluded, but listed in the recipient list.
• Canceled participants are not considered.
• Members on the waiting list are considered "Soft Bounce".
• You can use the Send anyway option to force emails to members with "Soft Bounce" status.

Implementation: Sending emails

Here's how to send an email to all participants:

1. Open the desired course or appointment in the calendar or course schedule.
2. Switch to the Participants tab in the side panel.
3. Click the Send email to all participants option in the context menu.
4. Select a template or create a new message. The templates are divided into the categories General and Appointment.
5. Check the recipient list. Members with "Soft Bounce" status are marked, and you can decide whether to send the email anyway.
6. Send the email.

Rules and special features

The following rules and special features apply:

• Attachments cannot be uploaded or document attachments selected.
• If a template with preconfigured attachments is selected, these will not be sent. In this case, a note will be displayed: Standard template attachments will not be sent.
• There is no option to save the message as a draft.
• Members without an email address or with an invalid email address are automatically excluded.
• The Send anyway option is only available for "Soft Bounces". For "Hard Bounces" (e.g. invalid email address), this option is not available.