12. Edit Emails¶
Menu: Club Management → Edit Emails
Every automatic email the plugin sends, in one place. Each has a subject, a body, and a list of placeholders that are replaced when it is sent.
| When it is sent | |
|---|---|
| Club secretary notification | Every public sign-up |
| Squad secretary notification | Sign-up matching that squad's age range |
| No suitable squad alert | Sign-up matching no squad (leave the address blank to disable) |
| Photography permission | You request permission for a player |
| Season registration request | You email parents their approval link |
| Guardian email change | You change a guardian's email: a confirmation link to the new address, a notice to the old |
| Season confirmation | A player is confirmed for a season |
| Payment reminder | You chase guardians whose registration payment is not set up |
| Registration paid alert | A guardian has paid a registration product's fee (leave the address blank to disable) |
| Payment updates for parents | Six emails to the parent about their own payments — all off until you switch them on (see below) |
| Direct Debit mandate email | A payment setup link goes out (separate text per environment) |
The season confirmation email goes to each guardian of a confirmed player — one email per
guardian, listing all of their confirmed children. It also carries that guardian's link back to the
registration page, where they choose their registration payment. Put {registration_url} in the
body to place the link yourself; leave it out and the link is added at the end for you.
The registration paid alert is the only email here that goes to the club rather than to a parent — by default to the club's registration inbox. It is sent the moment a guardian has completed a Registration product's setup and its registration fee has cleared, and it names the child, the squad, the season, the product, what was paid, what the instalments will be, and who paid. It deliberately does not wait for the Direct Debit: a one-off fee never sets a mandate up at all, and an instalment plan's mandate goes active later — so the alert reports where the Direct Debit has got to instead of holding the news back. Products of other types (kit, subs) are purchases rather than registrations and raise nothing.
Payment updates for parents¶
Six emails that tell the payment contact — the parent set up to pay — where their own money stands. Each has its own card lower down the Edit Emails page, with its own Enable switch, its own subject and body, and a line saying exactly what makes it send.
| When it is sent | |
|---|---|
| Payment failed | GoCardless reports that one of their payments did not go through |
| Payment received | One of their payments clears — a receipt |
| Payment plan confirmed | GoCardless has set their instalment plan up and confirmed it |
| Payment plan cancelled | An instalment plan is stopped — nothing further will be collected |
| Payment coming up | Three days before a Direct Debit instalment is collected |
| Payment setup not finished | Three days after a setup link was sent and not completed |
Every one of them is off until you turn it on. Nothing starts sending because the plugin updated. Read the wording first, edit it to sound like the club, then switch it on.
Payment plan confirmed is the one worth reading closely before you enable it, because it is the one that lists real numbers. It goes out the moment GoCardless has finished setting up a family's instalment plan, and it lists every payment and the date it will be collected — so a parent can put the dates in a calendar and check the amounts against what they were told when they signed up. It is sent once per plan. If a plan is ever cancelled and set up again, the new one gets its own email, because it is a new set of dates.
That email will not go out with an empty list in it. If for any reason the plan cannot be read at the moment it is confirmed, nothing is sent and nothing is recorded as sent — so if a family later says they never got it, the plan being set up again will send it properly.
Payment plan cancelled is its opposite number, sent when a plan is stopped. It says that nothing further will be collected, and splits the plan into what the family has already paid and what will now not be taken. Unlike the confirmation, it is sent even if the amounts cannot be worked out — "nothing more is coming out of your account" is worth saying on its own.
Read this one before enabling it if you ever replace a plan. Stopping a plan and scheduling a new one are two separate actions on the Payments screen, so a family whose plan you are re-doing gets two emails: the cancellation, then the new plan. That is honest, and some clubs will want exactly it. If you would rather only announce the new plan, leave Payment plan cancelled off and switch Payment plan confirmed on — the two are independent.
Three things are true of all six:
- Each is sent at most once. A parent is never told the same thing twice, even if a webhook arrives twice or the daily check runs more than once. A second failed payment is different news, so that does send again.
- They go to the payment contact only — the first parent on the account, the one the setup link was sent to — not to everybody on the account.
- A squad that is not open for registration silences them, exactly as it silences the registration and setup emails for its players.
Emptying the subject or the body switches an email off just as surely as the switch does, so if you want to stop one temporarily, either will do.
Two of the four run on a clock rather than on something happening — "coming up" and "not finished". Those are worked out once a day, so an email lands on the right day but not at a guaranteed time. Switching one on for the first time also catches up on anything already due, spread over a few minutes rather than all at once.
The placeholders are the same set in all four, listed above their cards, so you can move wording between them without checking which names each one understands. Anything the club has no answer for — a child in no squad, a payment with no product behind it — comes out as "(none)" or "(not known)" rather than as a blank line.