Coaches
Emails and notifications
Sessions Pro separates two levels of email control:
Key principle: saving a session no longer automatically sends a confirmation to the client.
Key point
Save buttons
Available in admin (sidebar meta box "Client notification") and in the front modal:
| Button | Effect |
|---|---|
| Save | Saves without emailing the client |
| Save and notify | Sends depending on context (see below) |
Complementary button in the email panel:
| Button | Effect |
|---|---|
| Send confirmation | First client confirmation (if not yet sent) |
What does "Save and notify" do?
Smart routing based on session state:
| Situation | Email sent |
|---|---|
| First confirmation, never notified | Booking confirmation |
| Confirmation already sent + date/location/link changed | Session update |
| Only documents added | New documents |
| Only notes changed | Nothing (if confirmation already sent) |
.ics attachment and Google Calendar
Client emails (confirmation, update, reminder…) can include:
- an .ics file to open in the client's calendar
- a Google Calendar button
This is included on the free version. The coach-side iCal subscription (see your sessions in Google / Apple / Outlook) is Premium — iCal calendar.
Automatic emails (preserved)
These sends do not go through the notify button:
| Event | |
|---|---|
| Session cancellation | Client cancellation (+ log) |
| Reminder before session | Reminder (if enabled + WordPress cron OK) |
| Slot request / approval / refusal | Client booking (Premium) |
Automatic reminders
Reminders exist on Free. Emails always go out from your WordPress (the site’s SMTP). On Premium, reminders can still go out even if the site has few visits.
Settings → General: enable reminders + delay (e.g. 24 h before)
Configure the site's WordPress cron (URL provided in settings) — recommended if the site has low traffic
Reminders run via WP-Cron or an external service that hits the site cron URL (e.g. cron-job.org)
Without reliable cron, reminders only go out when a site page loads at the right time.
Email types (settings)
Individually activatable in Settings → Emails:
- New booking (coach)
- Confirmation (client)
- Cancellation
- Pre-session reminder
- Slot request / confirmation / refusal — Premium
- Payment received (coach) — Premium
- Payment confirmed (client) — Premium
- Session update
- New documents
Customization: sender (all versions). Logo, signature and per-type subjects: Premium.
Email log
Each session keeps a log (meta):
- Type, date, recipient, success / failure
- Pending confirmation / Sent badge in admin lists
Client profile: merged timeline (account + all sessions).
Admin session list filter
Email confirmation filter:
- Pending — client assigned, no confirmation sent
- Sent — confirmation already sent
Bundles: batch send
After creating a bundle:
- No email on save
- Send confirmations button on the bundle page for batch notification
Client account: welcome and reset
- Add and send login details on creation
- Resend from client profile (account log)
- Password never displayed in the UI
Troubleshooting
| Problem | Lead |
|---|---|
| Client receives nothing | Use Save and notify; check type enabled in Settings |
| Email in spam | Configure SMTP; check sender |
| Missing reminders | Cron + reminders option enabled |
| Local test | MailHog / SMTP dev tool (staging environment) |
See Settings and options and FAQ.