Send an email or SMS to clients

This guide shows you how to email or text your clients from go flow. Messages you write yourself are always sent as email — either a one-off email composed from the Emails page, or an email to a session's participants started from the participant list. SMS is reserved for your automated messages (reminders and notifications), whose templates and branding you manage on the Templates page.

Compose a one-off email

Open the Emails page to see the history of everything sent from your organisation, then click the Compose email button (the email icon) to open the email composer. This button only appears if you have permission to edit clients, so if you can't see it, ask an administrator to grant that permission.

Add recipients, subject and body

In the composer, use the Recipients field to search for and select clients. Each one appears as a chip showing their name and email address; remove a recipient with the close icon on their chip, and add as many as you need. Enter a Subject line, then write the message in the formatting editor, which supports bold, italic and underline text, bullet and numbered lists, and links. Click the send button to deliver the email to every recipient. The button stays disabled until you have at least one recipient, a subject, and a body, and closing the dialog with unsaved changes asks you to confirm first. The system does not check a client's marketing or newsletter opt-in before sending, so before you send any marketing or promotional content, confirm the client has given consent on their profile — transactional replies to a client are unaffected.

Message a session's participants

To reach the people booked into a session, open the session's participant list, tick the participants you want to contact, and click Message clients. The same email composer opens with the selected participants already filled in as recipients — add a subject and body and send as usual. The message goes out as an email.

Note that the Clients page has no send-message action: selecting clients there feeds the Excel export only. To email several clients of your own choosing, use Compose email on the Emails page and add them as recipients.

Review delivery

Back on the Emails page, the history shows one month at a time — use the month picker to move between months, up to five years back. Each row shows the send date, type, subject, client, email address, who it was Sent by, and a status chip so you can confirm your message went out. The chip reads Sent when the email has been delivered, Scheduled when it is queued to be sent later, and Pending while it is still waiting to be processed. Expand a row to read the full body exactly as it was sent.

Brand your automated messages

The one-off emails above carry whatever you type, but your automated emails, SMS messages and printable documents follow saved templates. These are managed on the Templates page under the Messages and Branding tabs.

Open an email or SMS template from the Messages tab to edit the subject and content for each of your organisation's languages, inserting placeholders such as client or appointment details where needed. On the Branding tab, edit the header, footer and signature blocks that wrap your emails, and mark a header, footer or signature as your organisation default so new email templates start with your standard branding already selected. See Message & Branding Templates for the full detail.