# Set up email and SMS class notification sets
## Before you start
Make sure clients can receive automated messages:
* Clients have a valid mobile number and email address.
* You have SMS credits available: **Settings** → **SMS Credits**.
* SMS is sent to the client’s **primary phone number**, and it must be a **mobile** number.
***
## How class notification sets work
The **default class notification set** is used for any class that does not have a specific set assigned.
Create **custom class notification sets** when a class needs different wording or reminder timing.
Each set includes templates for:
* **Client booked** notifications (SMS, Email)
* **Client moved** notifications (SMS, Email)
* **Client canceled** notifications (SMS, Email)
* **Event rescheduled** notifications (SMS, Email)
* **Event canceled** notifications (SMS, Email)
* **Reminders** before an upcoming class (SMS, Email; one or more)
Each message type has:
* An **Enabled** toggle
* When off, the tile shows **Disabled** and Caspen will **not send** that specific SMS or email for that notification type.
* A content editor with placeholders for **Client**, **Class event**, **Class**, **Location**, and **Practitioner** details
**Tip:** In the set editor, templates are grouped into sections (for example, **Client booked** and **Event canceled**). Select the **SMS notification** or **Email notification** tile in the section you want to update.
***
## Triggers at a glance
| Message type | What it is | When it sends |
| ----------------- | ------------------------------------------------------------- | -------------------------------------------------------------------- |
| Client booked | Sends the booking confirmation message. | When a client books a class. |
| Client moved | Notifies the client their booking was moved to another class. | When a client is moved to another class. |
| Client canceled | Notifies the client their class booking was canceled. | When a client cancels their booking. |
| Event rescheduled | Notifies the client list that the class date or time changed. | When a class event is rescheduled. |
| Event canceled | Notifies the client that the class event was canceled. | When a class event is canceled. |
| Reminders | Reminds the client before the class. | At the reminder intervals you set, relative to the class start time. |
***
## Edit the default set
By default, all classes use the **default** set. You can edit the default, or duplicate it to test changes without affecting other classes.
Use this when the same wording and timing should apply to most or all classes.
1. Go to **Settings** → **Class notification sets**.
2. Next to the **Default class notification set**, select **Actions → Edit**.
3. In the left column, select the message type you want to change.
4. In the editor on the right, toggle **Enabled** on or off (when off, the tile shows **Disabled**), then update the message content. If it’s **Enabled**, Caspen will send the message when the trigger occurs. If it’s **Disabled**, it will not send.
5. For reminders, set **Send** to the number of hours or days before the class you want the reminder to be sent.
6. Click **Save** (top-right).
Add or adjust reminders in this set — see [**Add reminders**](#add-reminders) for more info.
***
## Create a custom set
Use this when a class needs different wording or reminder timing.
1. Go to **Settings** → **Class notification sets**.
2. Select **Add class notification set**.
3. Name the set (top-left).
4. Turn **Enabled** on (toggle on) for the message types you want to send and write the content.
5. Add one or more reminders and set the timing.
6. Click **Create** (top-right).
> Add or adjust reminders in this set — see [Add reminders](#add-reminders) for more info.
{% hint style="success" %}
Next: Link your new set to a class so it is used for bookings.
{% endhint %}
***
## Link a set to a class
Assign a custom notification set so those messages and reminders apply to that class.
1. Go to **Catalog** → **Classes**.
2. Find the class you want to link to a notification set, then click **Actions → Edit**.
3. Scroll to **Notifications**. In **Class notification set**, choose the set you want.
* If none is selected, the **Default** **set** is used.
4. Click **Save** (bottom-right).
**Result**
* That class now uses the selected set.
* Classes without a selection continue to use the Default set.
***
## Add reminders
You can add multiple reminders to the same set. Each reminder can be scheduled in **hours** or **days** before the class.
To add a reminder:
1. Go to **Settings** → **Class notification sets**.
2. Find the set and select **Actions → Edit**.
3. Scroll to **Send reminders,** click **Add reminder**, then select **Add SMS reminder** or **Add Email reminder**.
4. In the editor on the right, set **Send** to how many hours or days before the class the reminder should be sent and write your message content.
5. Click **Save** (top-right) to apply your changes.
***
## Duplicate or archive a set
Duplicate a set when you want a copy to adjust instead of starting from scratch.\
Archive a set when you no longer want it selectable for new classes.
#### Steps
1. Go to **Settings** → **Class notification sets**.
2. Find the set and open **Actions**.
3. Choose **Duplicate** or **Archive**.
#### What happens when archived
* The set moves to the **Archived** tab and can’t be edited or linked to new classes.
* Old messages don’t disappear. Any messages already sent (or logged) will still be visible in the client’s communication history.
> **Note:** You can’t archive the **Default** set.\
> To archive a set, first unlink it from every class: **Catalog → Classes → Edit the class → clear Class notification set → Save**.
***
## FAQs
Do I need a custom set for every class?
No. Most classes can use the default set. Create a custom set only when a class needs different wording or different reminder timing.
What happens if a client books close to the class start time?
Only reminders that still fall before the class start time will send. Reminders scheduled for earlier time windows may be skipped.
Why did my SMS use more credits than expected?
Longer messages can be split into multiple segments, and emojis or special characters can reduce how many characters fit in each segment. Related: [SMS character limits and credit usage guide](/using-caspen/settings/billing/sms-character-limits-and-credit-usage-guide.md)
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