Compose an email

The email composer writes one email to one or more clients straight from the dashboard. Open it with the Compose email button (the email icon) on the Emails page. The same composer opens from a session's participant list, with the ticked participants already filled in — see Message clients.

Who can send

The Compose email button appears only for users with Manage access to Clients (see User details). If you cannot see it, ask an administrator for that right.

Recipients

Click the Recipients field and choose a client from the list; the list closes after each pick, so click the field again to add the next one. Each recipient appears as a chip with the name and, when one is on file, the email address in parentheses. Remove a recipient with the close icon on their chip.

• The list offers active clients only. An invited client — someone you held places for by email address who has not booked yet — is not offered until they become active (see Add your first client).
• A client without an email address can be picked, but receives nothing: go flow leaves them out when it sends, without a warning. Check that every chip shows an email address.
• One message reaches at most 500 recipients. With more, the email is not sent and the composer stays open.

Subject and message

Enter the Subject, then write the message in the editor. The editor offers bold, italic and underline, bulleted and numbered lists, and links — no images, tables or placeholder menu.

Write the text exactly as every recipient should read it. The composer does not translate: every recipient receives the same subject and message in the language you wrote it in. To greet each recipient by name, type {{clientFirstName}} in the message — not in the subject; {{organisationName}} and {{year}} work too.

What the recipient receives

• One email per recipient. Each client receives their own email; recipients do not see each other's addresses.
• Sender and replies. The email shows your organisation's name as the sender. Replies go to the Booking email address of your booking site (see Edit a booking template); when none is set, the email has no reply address of your own.
• Header, signature and footer. go flow adds them when it sends the email: the ones chosen on the Ad-hoc email template under Configurations > Templates > Messages. A block set to none there is left out; with none chosen, the email goes out with the message alone. See Message templates.
• Timing. The email is queued for sending straight away.

Send the email

Click the send button (the paper plane, tooltip Send) in the toolbar. It stays disabled until there is at least one recipient, a subject and a message. When the email is queued, the composer closes.

Closing the composer with unsent changes asks you to confirm that they are discarded.

What is recorded

• The Emails page lists one row per recipient, with the type Ad-hoc email, your name under Sent by and the status. Sent means go flow handed the email over for delivery; it does not prove that it reached the inbox or was read.
• The Emails page shows the message itself; the header, signature and footer are added at sending and are not shown there.
• The audit log records that you sent an email and to how many recipients, not its text.
• The email is not attached to a session, a booking or the client's journal. To find it later, search the Emails page by client name, email address or subject.

Consent

go flow does not check a client's marketing or newsletter consent before sending. Before you send promotional content, check that each recipient has given that consent in their client record. Replies about a booking or an enquiry are not affected.

No SMS from the composer

The composer sends email only. go flow has no way to write an SMS to a client; with the SMS module switched on, SMS is used only for the automatic appointment reminders. See Send an email or SMS to clients.

When an email does not arrive

1. The composer stayed open after you clicked Send. Nothing was sent. Check your connection and the number of recipients (at most 500), then send again.
2. No row on the Emails page. The client probably has no email address on file — open the client and add it, then write again. With the Emails module switched off, the page is hidden, but emails are still sent.
3. The row shows Pending for a long time. Sending is still being retried or has failed after repeated attempts. Check the address in the client record.
4. The row shows Sent, but the client has nothing. Ask the client to check their spam folder and the spelling of their address.