E-mail marketing: automatic e-mails that bring members back

The five automatic e-mails

E-mail	When it goes out
First visit follow-up	Once per member, a few hours after their first class or private session ends (3 hours by default). A no-show or a booking cancelled before then sends nothing.
Credits running out	Once per pass, when it has 1 credit left, or still has credits and ends within the days you set (7 by default). Unlimited memberships never get it.
Lapsed member	Once per break, to members with no visit for the days you set (30 by default, 7 to 365) and nothing booked ahead.
Anniversary	Every year on the date of the member’s first visit.
Birthday	On the member’s birthday, when their profile has a date of birth.

A lapse that is already more than 30 days past your threshold is left out, so switching Lapsed member on does not e-mail everyone who left long ago.

Plan and who can use it

• All five automatic e-mails, the birthday e-mail included, come with the E-mail marketing add-on: from Starter, at US$12.90 a month, or US$129 a year on a yearly plan. No plan includes it, and Free cannot add it.
• Switching any of them off always works, with or without the add-on.
• Only the owner and admins open E-mail marketing; only the owner adds the add-on.

Add the add-on from the E-mail marketing tab itself, or in Settings, Plan and usage, tab Add-ons. It is billed with your plan. See Add-ons on your elastudio plan.

If you already had the birthday e-mail on: the birthday e-mail used to be free on every plan. Studios that had it on keep it until the end of the month this change arrived, with a warning on Today and on the E-mail marketing tab. After that it needs the add-on.

Studios that existed before these e-mails arrived have the module off. While E-mail marketing is off in Settings, Tools, Features, the page says so with a link to switch it on.

Where to find it

Open Settings (the cog at the bottom of the menu; on a phone, under More), choose Messages, under What members see, and then the E-mail marketing tab. It has three sub tabs, each with its own address:

• E-mails (the default): each automatic e-mail with its switch and Edit e-mail.
• Settings: when each e-mail goes out, its sending hours and its discount code, with a Settings button on each row, and How often for all of them.
• History: what was sent or held back, and whether the person booked afterwards.

Switch an automatic e-mail on

1. On the E-mails sub tab, find the e-mail and turn its switch to On.
2. Choose Edit e-mail to write its words in each of your languages. Each one starts with a ready-made text in English, Portuguese and Spanish.
3. To change when it goes out, open the Settings sub tab and choose Settings on its row (see below), then Save.

Each row shows its timing, its sending hours, With a code when it carries one, and how many e-mails went out and how many people booked in the last 90 days.

When each e-mail goes out

On the Settings sub tab, in an e-mail’s Settings:

• Wait before sending (hours): 0 to 720. For the first visit it counts from the end of the class or session.
• Days without a visit (Lapsed member) or Days before the pass ends (Credits running out).
• Send from and Send until: the sending hours, in your studio’s time zone, 09:00 to 20:00 by default. An e-mail due outside them waits for the next opening.

Under How often, on the same sub tab, At most one automatic e-mail per person every (days) keeps people from getting several in a row: 7 days by default, 0 for no limit. The first one due goes out; the others in that period are not sent, and the history says why.

Add a single-use discount code

1. In the e-mail’s Settings, turn on Add a single-use promo code.
2. Choose Discount: Percent off or Amount off, and its value.
3. Set Code valid for (days), then Save.

When the e-mail goes out, elastudio makes a code for that person only (for example BACK-7KQ2MZ), valid once, for the days you set. Nobody else can use it. These codes are not listed in Promo codes; you see them on the History sub tab and in the promo code reports. If promo codes are not available at your studio, the e-mail goes without the code line.

Who gets them: marketing consent

These automatic e-mails are marketing e-mails, so privacy laws such as the LGPD, PIPEDA, CASL and the GDPR apply:

• They go only to members who agreed to news and offers by e-mail from your studio. Consent is checked again right before each e-mail goes.
• They never go to anyone under 18, or to an address that unsubscribed or bounced.
• The birthday e-mail now needs marketing consent too. Members without it no longer get the birthday greeting.

Every automatic e-mail has an unsubscribe link at the bottom. A member who uses it withdraws their marketing consent for your studio, so they stop getting every automatic e-mail, and your e-mail marketing list (such as Brevo) follows. Booking confirmations, receipts and other service e-mails keep coming.

The history and the results

The History sub tab lists every automatic e-mail sent or held back, newest first: the person, the e-mail, the date, the code if any, and the status:

• Sent, or Waiting to send.
• Not sent, with the reason: no marketing consent, another automatic e-mail went out recently, unsubscribed or the address bounced, the e-mail was switched off, or too late to send.

Result shows Booked when the person booked a class or private session within 14 days of the e-mail, Did not book after those 14 days, and Within the 14 days before. Filter by e-mail with Automatic e-mail.