# Emails and texts Sports Club OS sends

> Every email and text message Sports Club OS sends, what makes it go, who gets it, and what is never sent, part by part.

Who this is for: Anyone: no sign-in needed.
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/reference/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](https://sportsclubos.net/help/communications/q-address-blocked/index.md).
- **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](https://sportsclubos.net/help/communications/preferences/index.md).

## Logins and passwords

| Email | When | To whom |
|---|---|---|
| An invitation with a temporary password | A login is made on the Users page (unless you choose not to invite), a staff member or coach is invited, or an application is elected with a login. The temporary password lasts 7 days. | The new login's email address. Nothing is sent if the login already exists. |
| A verification code | Someone creates their own account on the sign-in page, or presses **Send it again**. | The person signing up. |
| A code to reset a forgotten password | Someone presses **Forgot password?** on the sign-in page. | The address typed, only if it has a login. |

## Messages to members

| Email | When | To whom |
|---|---|---|
| The message | Someone presses **Send** on a message in Communications, then waits out the 30-second hold. | One copy to each email address on the list, in the name of the head of the household. Optional messages go only to those who said yes to their category; whether to include those never asked is the sender's choice. |
| A test copy, marked "[Test]" | The sender presses **Send me a test** on the **Test** step. | The person who pressed it. |

Stopping a message during its hold sends nothing to anyone. See [Write and send a message](https://sportsclubos.net/help/communications/write-and-send/index.md) and [Who a message goes to, and who is left out](https://sportsclubos.net/help/communications/who-gets-it/index.md).

## 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.

| Message | When | Email | Text |
|---|---|---|---|
| Your shifts for the week, or "Your roster has changed" | The week is published. One message a person, listing new, changed and cancelled shifts and those no longer theirs, with a link to say yes or no where an answer is needed. | Yes | Yes |
| "Please answer: … shifts waiting" | The manager sends someone their unanswered shifts again. | Yes | Yes |
| News about a shift | A request for a shift is approved or declined, the shift asked for goes to someone else or is changed, or cover is found for a shift the person said they could no longer work. | Yes | Yes |
| Time off approved or declined | The manager decides a request for time off. | Yes | Yes |
| A reminder of a coming shift | Before a published shift, by the roster's reminder setting (24 hours by default). Once a shift. | Yes | Yes |
| A reminder to answer | When a published shift has had no answer for a while (24 hours by default). Once a shift. | Yes | Yes |
| A reminder to report hours | When a finished shift in the last 14 days has no hours reported. Once a shift. | Yes | No |

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](https://sportsclubos.net/help/roster/notifications/index.md).

> **Note:** Settings, Communications lists the wording of a text called **A shift is cancelled**. It is no longer sent on its own: cancelled shifts are told in the message sent when the week is published, so that wording is not used.

## Membership applications

All are essential.

| Email | When | To whom |
|---|---|---|
| "Confirm your membership application" | Someone sends the join form. | The person who filled it in (a parent, for a child). |
| Asked to propose or second | The applicant confirms, the office names or changes a proposer or seconder, or the office sends a reminder. | The member named, if they can be found among the current members and have an email address. |
| A new application to look at | The applicant confirms, or a proposer or seconder answers. | Everyone who looks after applications. |
| "Welcome to …" | The committee's election is recorded, unless the welcome step is switched off. It names the first invoice, if one was raised; the invoice itself is not sent. | The applicant. |
| "Your membership application" | An application is declined, and the office chose to tell the applicant. | The applicant. |

Recording that an applicant withdrew sends nothing. See [How an application moves from the form to election](https://sportsclubos.net/help/applications/how-it-moves/index.md).

## Functions

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

| Email | When |
|---|---|
| "Thank you for your enquiry" | An enquiry is sent from the venue page. |
| "Your quote for …" | The office sends a quote, or sends it again. |
| "Thank you: … is accepted" | The hirer accepts the quote. The deposit invoice is on their page, not emailed. |
| "Confirmed: …" | The deposit is recorded as paid. |
| "Your quote for … has been updated" | The office re-issues an accepted quote. |
| "About …" | The office writes to the hirer. |

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](https://sportsclubos.net/help/functions/enquiry-to-quote/index.md).

## 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](https://sportsclubos.net/help/classes/waitlists/index.md).

## Point of sale

| Email | When | To whom |
|---|---|---|
| "Your receipt from …" | Someone at the till emails a receipt. | The address typed. |
| "Your racquet is ready" | A restringing job is marked completed. | The member or contact on the job, if they have an email address. |

The month's account invoices are not emailed. See [Receipts and receipt printers](https://sportsclubos.net/help/pos/receipts-and-printers/index.md).

## The club's website

| Email | When | To whom |
|---|---|---|
| A draft is waiting for approval | A draft is sent for approval. | The people who approve the website. |
| A draft was sent back | An approver sends it back with a note. | The person who sent it. |
| A new version is live | An approver approves it. | The person who sent it. |

Taking a draft back, and making an earlier version live again, send nothing. See [Send a draft for approval](https://sportsclubos.net/help/website/send-for-approval/index.md).

## 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](https://sportsclubos.net/help/getting-started/help-and-feedback/index.md).

## 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](https://sportsclubos.net/help/invoices/reminder-schedule/index.md).
- **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](https://sportsclubos.net/help/reference/not-built/index.md).