Set up email and SMS class notification sets
Learn how to set up Email and SMS messages for class bookings, reminders, reschedules, moves, and cancellations.
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
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.
Go to Settings → Class notification sets.
Next to the Default class notification set, select Actions → Edit.
In the left column, select the message type you want to change.
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.
For reminders, set Send to the number of hours or days before the class you want the reminder to be sent.
Click Save (top-right).
Add or adjust reminders in this set — see Add reminders for more info.
Create a custom set
Use this when a class needs different wording or reminder timing.
Go to Settings → Class notification sets.
Select Add class notification set.
Name the set (top-left).
Turn Enabled on (toggle on) for the message types you want to send and write the content.
Add one or more reminders and set the timing.
Click Create (top-right).
Add or adjust reminders in this set — see Add reminders for more info.
Next: Link your new set to a class so it is used for bookings.
Link a set to a class
Assign a custom notification set so those messages and reminders apply to that class.
Go to Catalog → Classes.
Find the class you want to link to a notification set, then click Actions → Edit.
Scroll to Notifications. In Class notification set, choose the set you want.
If none is selected, the Default set is used.
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:
Go to Settings → Class notification sets.
Find the set and select Actions → Edit.
Scroll to Send reminders, click Add reminder, then select Add SMS reminder or Add Email reminder.
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.
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
Go to Settings → Class notification sets.
Find the set and open Actions.
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
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