Class confirmations + reminders are sent to send more information to students and reduce no-shows! In Email Settings you can customize confirmations however you'd like. You can also build a general confirmation here.
Below are all of the email currently Sent by arketa and a few others you can turn on using Stripe (billing) + Mailchimp (marketing).
Scheduling Confirmations + Reminders
Confirmation email
Confirmation reminder
Class cancellation email
Post class review
Waitlist notification email
No-show notification
Late-cancel notification
Managing and Customizing Reminder Notifications
Managing No-Show and Late-Cancel Notifications
Arketa provides options to manage notifications for no-shows and late cancellations, allowing you to customize settings for both email and SMS notifications.
Arketa allows you to manage and customize reminder notifications for both clients and instructors through its Transactional Emails settings. Follow these steps to access and edit these notifications:
Accessing Transactional Emails
Log in to your Arketa dashboard.
Navigate to Settings > Transactional Emails.
Use the search bar to locate specific templates, such as reminders or feedback requests.
Editing Reminder Notifications
Select the relevant reminder email template (e.g., class reminders).
Click the three dots (•••) next to the template and choose Edit.
Modify the content of the email as needed. You can personalize the message using placeholders like
{{clientname}}to dynamically include client-specific details.Optionally, enable the SMS version of the reminder if you want it sent via text.
Save your changes.
To disable SMS notifications while keeping email enabled, adjust the SMS settings within the template editor and toggle off the SMS option.
Customizing Reminder Intervals
Locate the reminder template you want to modify (e.g., 8-hour or 45-minute reminders).
Edit the content or disable/delete the template as needed.
Save your changes to apply the updates.
To disable email reminders, navigate to
Settings → Communications → Transactional Emailsand turn off the relevant email templates.
Enabling Instructor Reminders
Go to Settings > Transactional Emails.
Edit the class reminder email template.
Enable the option to send a copy to instructors.
FAQs
Can I adjust the timing of reminders? Yes, you can modify the timing preferences for each reminder template in the Transactional Emails section. Can I disable specific reminders without affecting others? Yes, you can disable or delete individual reminder templates while keeping others active. Can instructors receive automatic reminders? Yes, you can configure instructor reminders by enabling the option in the class reminder email template. Can I disable SMS notifications independently from email notifications? Yes, you can disable SMS notifications by adjusting the SMS settings in the template editor while keeping email notifications enabled. How do I stop notifications for staff-initiated cancellations? Turn off the "Send for staff initiated actions" setting under the relevant late-cancel transactional message.
Purchases
Package purchased
Subscription purchased
Community purchased
Account Emails
Forgot password
Gift card delivery
Invite an instructor
Marketing + Retention Automations
You can now turn these ON/OFF using our new email builder. Learn more here.
First Visit
Trigger: When any livestream or in-person class is booked.
What it does: Sends the client an email after their first visit. We recommend adding in another offer so it encourages students to book a second class.
When is this sent?: Immediately after first visit.
Class package running low
Trigger: When any class package goes below 2 classes remaining.
What it does: Notifies client that their package is running low. We recommend you customize this text to remind the client and encourage them to purchase another package.
When is this sent?: Immediately when package drops between 2-1.
Class package expiring soon
Trigger: When any class package is set to expire
What it does: Notifies client that class package is expiring soon. We recommend you customize this text to remind the client and encourage them to use the package for future classes.
When is this sent?: 7 days before date of expiration
New account creation
Trigger: When a client is created from the dashboard or purchases from your business for the first time.
What it does: Sends the client an email with a link on how to update their password. We recommend you share other general information about their account or your business.
When is this sent?: Immediately
I miss you email (retention)
Trigger: When a client has not purchased a livestream, in-person class or on-demand video.
What it does: Sends the client an email after their first visit. Great for encouraging them to book another class. We recommend sending a special offer to this group to encourage them to book again.
When is this sent?: 30 days after inactivity. **Note: This does not look retroactively at clients beyond the 30 day threshold so we recommend turning this on sooner rather than later!
Other things to note: The email is sent maximum 2x per year.
Happy Birthday
Trigger: Based on the client's birthday inside of the arketa dashboard.
What it does: Sends the client an email wishing them a happy birthday.
Feel free to add something nice for them such as a bonus class, or credit and make them feel like they are on top of the world :) Additionally, you can include a direct link to a special offer, such as a free class or discount, to make the birthday message more engaging. SMS can also be used as an alternative or complementary channel for sending birthday greetings.
When is this sent?: 1 day before birthday date
Additional Features for Birthday Automations
Running Birthday Reports: Navigate to Analytics > Dashboard > Client Celebrations > Upcoming Birthdays to view upcoming client birthdays. Use the date range filter to customize the report (e.g., next 30 days, next 3 months).
Automating SMS Birthday Celebrations: Go to Marketing > Workflows and create an automation with the "upcoming birthday" trigger. Configure the workflow to send an SMS or email one day before the client’s birthday.
Including Conditional Automations: Add a conditional step in the birthday automation workflow to target specific client groups, such as those with active memberships or class packs. Clients who do not meet the criteria will exit or skip the send step.
Billing Emails (via stripe)
The emails below can all be configured via Stripe Settings
Generate a receipt
Send an email reminder before renewal
Auto-Payment failed
Credit card expired
Marketing Emails (via Mailchimp Integration)
Community Building
Promotion and Upsell
Retention Emails