Hopoti emails your stable and your riders automatically about bookings, payments and forms. You choose which emails your stable gets and where they go; the emails riders get go out by themselves. You need Administrator permissions to change these settings, because other staff can't open Settings.
Choose the emails your stable gets
Select Settings in the admin menu.
On the Settings tab, open Business emails.
Switch on each email you want and type the address it should go to.
Select Save.
Hopoti now sends these emails to the addresses you saved. If an email doesn't arrive, check that it's switched on and the address is spelt right, and look in your spam folder.
Business emails has four emails, each with its own address:
What it tells you | |
Reminder email | Reminders, for example when riders' bookings or Stablecards are running out. If you sell Memberships, it also lists overdue Membership invoices whenever there are any. |
Payment email | Every purchase paid with a payment method, such as a card, rather than with Stablecard credits |
Booking and cancellation email | Every booking and cancellation of a lesson, whatever the payment method. For a season, you get an email when a payment books new lessons, not for every instalment. |
Forms email | PDF copies of filled forms, for your records. For forms other than the Registration Form, also switch on Create PDF and Send filled form to business email in the form's Form settings: see Create forms, waivers and surveys. |
The booking and cancellation email has two extra options:
If you only want late changes
If you only want late changes
Under Booking and cancellation email, tick Send email only for current day's lesson bookings and cancellations. and select Save. You then only get booking and cancellation emails about lessons on the same day, the changes you might otherwise miss.
If instructors should get the emails
If instructors should get the emails
Under Booking and cancellation email, tick Send the same emails also to instructors directly. and select Save. Booking and cancellation emails then also go to the instructors selected on each lesson, and only to them.
Emails riders get automatically
Riders get an email from Hopoti when they book, pay or cancel a lesson, and when your stable changes a lesson they've booked. Changing only the instructor doesn't send riders an email. Riders with an unpaid invoice also get payment reminders: for season and payment plan instalments, the first comes 2 days before the due date. See Unpaid invoices and riders removed from lessons.
Automatic emails, including invoice reminders, carry your stable's photos, logo and a link to your Hopoti page. On family accounts, the emails show the name of the child who rides.
You can't switch these emails off or change their text, but when you cancel a lesson you can add your own text to the email riders get. To tell riders anything else, see Send an email or text message to riders. Hopoti doesn't send automatic text messages.
Riders who pay offline get a different reminder:
If riders pay offline
If riders pay offline
Riders who book with an offline payment method, such as cash or bank transfer, don't get the usual invoice reminders. Instead, they get one email 24 hours before the lesson with the payment method they chose and your instructions for it. See Take bookings with offline payments.