Email Studio: Your School, Your Emails

Meet Email Studio: make every message useful

For Office+ users. Bring your school’s voice, branding and practical guest information into your automatic emails. Email Studio combines templates, editable content, previews and publishing in one place.

Your first useful edit

1. Open Settings → Email Studio, choose Booking confirmed and select the language you want to edit.
2. Review the subject, preview text, logo and support details. Add useful arrival information in the available content fields.
3. Use Product-specific information for instructions that belong to lessons, rentals or another product type. Guests see an active box only when that product type is part of their booking.
4. In Preview settings, try a lesson, a rental and a mixed booking. Check the mobile view and each language your school uses, then choose Save draft. Use Publish when the changes are ready for outgoing emails.

Tip to try: take a question you answer repeatedly—“Where do we meet?” or “What should I bring?”—and put the answer into the relevant information box. Keep it short enough to read on a phone.

Image tip: under Brand masthead image, drag the focal-point dot onto your main subject. Check the mobile preview so it stays in view.

Start safely: the on-screen customer previews use demo data. Send test opens a separate live-test flow with real links; payment tests can create real payment requests. Use the preview for your first walkthrough. Earlier published versions can be loaded as an unpublished draft from Published history.

Turn a voucher into a personal gift

New voucher emails can include Personalize & download PDF. The recipient opens a private page without logging in, chooses Show voucher amount or Show message instead, checks the preview and selects Download PDF. The personal note changes the PDF presentation, not the voucher’s stored value.

Try it: in Settings → Email Studio → Voucher created, click the download button in the preview to explore the flow with demo data.

Gift tip: share the finished PDF with the recipient. Keep the private download link to yourself—it also gives access to the voucher code.

Reach the right payment action sooner

In the Person workspace, Pay Now opens the outstanding-payment flow directly. The same flow is also available beside Open balance in Overview and in the Bookings tab when there is a payable balance.

With the payment-link update, new automatic emails create a pending payment entry only after the recipient continues to secure checkout. The confirmation page shows the amount and reference first. Deliberate Office payment requests keep priority over automatic emails.

Office tip: start from the person record when a guest asks to settle up. If you have already sent a payment request, a later automatic email may intentionally have no extra pay button; use the existing request instead of issuing another one. Older pending entries are not automatically removed by this change.

Book several walk-in sessions in one go

Start a walk-in booking from the Whiteboard and select Add dates and times. Add further sessions, review the grouped schedule, price and planning warnings, then confirm once. Every occurrence stays connected to one booking and appears on its own Whiteboard date.

Planning tip: for a guest booking several lessons, add the complete schedule before confirming. The original slot stays selected. Check warnings for every date—Office can override some conflicts, so a warning still needs your review.

Keep the rental booking in sync with the equipment

Office+ users: open the rental in Booking Workspace → Products & extras → Rental usage → Material allocation. Use Assign item or Exchange item, select compatible equipment and review any suggested price adjustment before confirming.

Counter tip: search by item number, serial number or size to record the equipment in front of you. If you change material class, agree the displayed price difference with the guest first. Fixed-price packages keep their price. Before equipment is issued, Choose on site can release a specific reservation back to the pool.

Start with one question your guests ask often

Open your booking-confirmation email and add the answer to your most common guest question. Check the relevant product types, languages and mobile preview, save your draft, and publish when it is ready. Ask us for help with Email Studio or your school’s rollout.