Message clients

Use Message clients to email the participants of a session straight from its participant list — for example to tell everyone in Saturday's 09:00 class that it moves to the small studio. The message is an email; go flow has no SMS you can write yourself.

Before you start

• The participant list belongs to sessions. A one-to-one appointment has no participant list; to write to its client, use Compose email on the Emails page.
• To send, you need Manage access to Clients or to Configuration & settings, or the Billing contact role (see User details). The Message clients button appears for anyone who can open the session, but without one of these rights the email is refused and go flow signs you out. Ask for the right before you write.

Open the composer

1. In the Scheduler, double-click the session to open it.
2. In the participant list, tick one or more participants. A Message clients button appears above the list.
3. Click Message clients. The email composer opens with the ticked participants as recipients.

Check the recipients

Only ticked participants who are active clients are filled in. Left out without a warning:

• an invited client — someone you held places for by email address who has not booked yet (see Session participants); share the hold link with them instead;
• any participant without a client record of their own.

A recipient without an email address stays on the list but receives nothing. Before you send, compare the chips with the people you meant to reach. You can remove a chip, or search and add any other active client.

Write and send

Enter the Subject and the message, then click the send button (the paper plane, tooltip Send). It stays disabled until there is at least one recipient, a subject and a message; when the email is queued, the composer closes. Closing with unsent changes asks you to confirm that they are discarded.

Every recipient receives their own copy, in the language you wrote it in, with your organisation's header, signature and footer added. The composer has no placeholder menu, but {{clientFirstName}} typed in the message text — not in the subject — is replaced with each recipient's first name. For what the recipient sees, the sender name, where replies go and the limits, see Compose an email.

Name the session and its date in the subject, for example "Saturday 09:00 Flow class: new room". The message is not attached to the session, so the subject is how you and your colleagues find it again.

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. Search it by subject, client name or email address. The page is shown while the Emails module is switched on; with the module off, emails are still sent but you cannot review them.
• Nothing is added to the session, the participant rows or the client's journal. To tell the next colleague that a class has been informed, see Hand over the day.

When the message does not go out

• The composer stays open after Send: nothing was sent. Check your connection and that you have at most 500 recipients, then send again.
• You were signed out after Send: you do not have a right that allows sending. Sign in again; your text is lost. Ask an administrator for Manage access to Clients.
• A participant is missing from the Emails page: they had no email address, or they were left out as described under Check the recipients.