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A programme can send two emails on its own: when booking opens, the morning after it goes live, and a reminder before booking closes to families who haven’t booked. Both are off until you switch them on. You switch them on for each programme, and write the wording once for the whole club.
Only a Manager can set up booking emails.

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Switch them on for a programme

1

Open the programme's overview

Booking emails says both are Off until you’ve set them up. Press Edit.
2

Switch on the email when booking opens

Choose who gets it: Everyone who can book this, or Families who’ve booked this before. Each shows how many families that is today.
3

Switch on the reminder, if you want one

Choose how many days before booking closes it goes, from 1 to 60, and who gets it.
4

Press Save

One Save saves both emails. Each then says when it goes.
The Booking emails panel on a programme, with booking open switched on for everyone who can book it, and a reminder 5 days before

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Who gets them

Everyone who can book this means families with a child who fits the programme: the right ages or school years, at a school it’s open to. Families whose children are archived, or waiting for your approval, aren’t included. Families who’ve booked this before means families who have booked this programme, and no one else. A programme you’ve just copied from last year has nobody in this group until someone books it, and the count says “0 families” before you choose it.
Families you imported from a spreadsheet aren’t emailed until you’ve pressed Email these families to invite them, or they’ve signed in. The first a family hears of ClubDock should be your invitation. See Importing families.

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When booking opens

The email goes at 9am the morning after the programme goes live, and the panel says when. A programme scheduled to go live overnight on 10 October sends it at 9am on the 10th.
  • Send now sends it within a minute or two instead, and nothing more goes at 9am.
  • Unpublishing before 9am cancels it.
  • Publishing, unpublishing and publishing again within the hour sends one email, not two.
  • Releasing a new set of dates on sale sends a new email, because those dates are new.
  • Taking a programme down and putting the same dates back up doesn’t send it again. Press Send again to send it anyway. ClubDock asks first, naming how many families.
Who is emailed is worked out at 9am, so a family who registers at 7am is included.

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The reminder before booking closes

The reminder counts back from the day the programme comes off sale. With a reminder 5 days before and Comes off sale set to Wed 30 Sep, it goes at 9am on Fri 25 Sep, and says “Booking closes on Wed 30 Sep ‘26”. It goes to families with a child who could book a date on sale and holds none. Who is sent it is worked out again on the morning it goes. The panel shows today’s figure, such as “17 families still to book today”. No reminder goes to a family who:
  • Has a place on any date on sale, whoever booked it.
  • Has an unpaid booking. They’re already being reminded to pay.
  • Has stopped booking emails from your club.
The reminder can’t be switched on until the programme has a day it comes off sale. Without one, booking never closes, so there is nothing to remind anyone of. Set Comes off sale on the programme’s Publishing plate first. See Preview and publish.
Nothing is scheduled, and the panel says why, if:
  • The day has already passed.
  • It would land on the same morning as the booking-open email. A family is never sent both at once.
One reminder goes per release, unless you press Send again.

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Write your club’s wording

Go to Settings → Booking emails. For each email, When booking opens and Reminder before booking closes, write a Subject and Introduction. Every programme uses them. Leave either empty to use ClubDock’s wording, which names the programme.
  • Press The programme’s name or Your club’s name to put them where you’re typing. They’re filled in for each programme when it sends.
  • ClubDock adds each parent’s name, the programme’s real dates on sale, a See dates and book button and a way to stop these emails.
  • Send yourself a test sends the wording as it is on screen, even unsaved, marked “[Test]” with a made-up programme and dates. It can only go to someone on your team or to your club’s contact address.
Scripts and images are removed from the introduction. Text, lists, emphasis and links stay.
Settings, Booking emails, showing the subject and introduction for When booking opens with The programme's name and Your club's name buttons

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Remind families who leave places in their basket

At the top of Settings → Booking emails is Remind families who leave places in their basket. It’s on to begin with. When a family’s held places lapse, they may get one email about them. The switch saves as soon as you change it.

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What families receive

The email comes from your club, with your logo, and replies go to your club. Each family gets their own email, so no one sees anyone else’s address. At the foot is why they received it, and Stop booking emails from your club. A parent who confirms is no longer sent booking-open emails, reminders, the email after a trial, or basket reminders from your club. They can switch them back on from their account.
Stopping booking emails never stops booking confirmations, cancellations, payment reminders, sign-in codes or messages you send yourself. See Messages.

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Copying a programme

The copy keeps its booking email settings, and sends nothing until it’s published.