Emails and texts Sports Club OS sends

Sports Club OS sends email for a fixed list of reasons, and text messages only to staff about their shifts. This page lists every one. Nothing else is sent: in particular, invoices and reminders are never emailed, and no member is ever sent a text.

Rules for every email

• Each email goes from the club's own sending address, under the club's name.
• An address at a test domain (such as example.com) is never sent to.
• An address that has bounced, or whose owner marked a message as spam, is blocked: nothing more goes to it, essential notices included, until the office clears it on the member's page. See An email address is marked blocked.
• Essential emails (about something the person did or must act on) go whatever the person's email preferences say. Optional ones follow their choices, and carry an unsubscribe link. See Email preferences: who chooses what.

Logins and passwords

Messages to members

Stopping a message during its hold sends nothing to anyone. See Write and send a message and Who a message goes to, and who is left out.

Staff roster and hours

Every message to a staff member is essential. Each staff member is told by email, by text or both, as their staff record says, and the same news is always on My shifts. A staff member marked inactive is told nothing.

Reminders go out on their own only between 8am and 9pm, club time. A manager can also send them at once from the roster.

The managers are emailed, never texted, when someone says no to a shift, says they can no longer work a confirmed one (or that they can after all), asks for or takes an open shift, or asks for time off. They are the addresses named in the roster's Notifications panel, or, if none are named, everyone who runs the roster.

Approving or declining hours sends nothing, and nor does a casual staff member's own availability or extra dates. Deleting a published shift sends nothing at once: the cancellation is told in the next published message. See How staff are told: email, text and My shifts.

Membership applications

All are essential.

Recording that an applicant withdrew sends nothing. See How an application moves from the form to election.

Functions

All are essential, and go to the hirer with a link to their own function page.

Everyone who manages functions is emailed when an enquiry arrives, and when a hirer accepts, gives final numbers or writes a message. Nothing is sent when a function is lost or cancelled, or when a hold runs out. See From an enquiry to a quote.

Classes and coaching

Emails about classes go to the person, or for anyone under 18 to the head of their household. Each starts with what happened, which is also its subject, and links to My classes.

Essential: booked; a visitor's link to confirm their place; joined a waitlist; a place offered from the waitlist and held until a time; a place come up too close to the start to hold (the first to book gets it); a booking cancelled; a session cancelled, with what happens to a pass, charge or make-up credit; an offer or an unconfirmed place run out; term places held, released or come up; enrolled in a term group; a term invoice ready (the invoice itself is not sent).

Optional (they follow the "Competitions and coaching" email choice): a reminder the afternoon or evening before a session (between 4pm and 9pm, once a session); a make-up credit about to run out (within 7 days, once); a message from the coach to a session; a coach's note; moving up a stage.

Coaches and the office are not emailed about classes: the office sees alerts on its timetable. See Waitlists and offered places.

Point of sale

The month's account invoices are not emailed. See Receipts and receipt printers.

The club's website

Taking a draft back, and making an earlier version live again, send nothing. See Send a draft for approval.

Help and feedback

When someone saves feedback, a copy is emailed to the makers of Sports Club OS: the summary, its kind and what it is about, the page, the person's role names, the club, the release and the date. Never the person's name or email address, and never the conversation. The club's administrator is not emailed; they read feedback on Feedback. See Ask Help and feedback, or tell the club what you noticed.

What is never sent

• Invoices, of any kind: renewal invoices raised by Auto renew and invoice, monthly membership invoices, bar account invoices, deposit and term invoices. Print an invoice or save it as a PDF and send it yourself.
• Invoice reminders. The schedule can be set, and nothing sends it. See The reminder schedule.
• Texts to anyone but staff about their shifts. Members, applicants, hirers, coaches and managers are emailed only.
• Anything about competitions: challenges, draws, match times and results are on My matches.
• Notices of court closures. Write a message in Communications if members need to know.
• Anything about a court booking or a portal sign-up being approved.
• Anything about the club's figures, reports, finance or bank reconciliation.

What is being built, and what is not, is on What is not built yet.