Email Notifications Overview
StudioBase automatically sends emails to keep you and your guests informed about bookings, class changes, and account activity. This guide covers every email type and when it's triggered.
Guest Emails
These emails are sent to clients who book classes at your studio.
Booking Confirmation
Sent when a guest completes a class booking (after Stripe payment succeeds). Includes:
- Class name, date, and time
- Duration and price
- Instructor name (if assigned)
- Location (if set)
- Cancellation policy details (if configured)
- Link to manage the booking
Booking Cancellation
Sent when a guest cancels their own booking. Includes:
- Class details and original booking info
- Refund amount (after any penalties)
- Penalty breakdown (if no-show or late cancellation penalties apply)
- Cancellation reason
Class Cancellation
Sent to all booked guests when you cancel an entire class. Includes:
- Class details and original booking info
- Full refund amount (class cancellations always refund in full)
- Your cancellation reason
Booking Moved
Sent when you move a guest's booking to a different class. Includes:
- Original class details
- New class details (date, time, instructor)
Class Reminder
Sent 24 hours before class to all booked guests. See Class Reminders for details.
Authentication Emails
These emails support guest sign-in for the booking portal.
| When Sent | Expires | |
|---|---|---|
| Magic Link | Guest requests passwordless sign-in | 30 minutes |
| OTP Code | Guest requests a one-time passcode | 10 minutes |
Authentication emails are required and cannot be disabled. They are essential for account security.
Studio Owner Emails
These emails are sent to you (the studio owner) about your StudioBase account.
Subscription & Billing
| When Sent | |
|---|---|
| Subscription Created | You start a new plan |
| Subscription Updated | Your plan changes (upgrade/downgrade) |
| Subscription Canceled | Your plan is canceled |
| Payment Succeeded | A billing payment processes successfully |
| Payment Failed | A billing payment fails |
Subscription and billing emails are always enabled and cannot be turned off. They're sent from billing@studiobase.org.
Account Emails
- Account Updated — Sent when your account details change (disabled by default, toggle in Notification Settings)
- Email Verification OTP — Sent during signup to verify your email
- Password Reset OTP — Sent when you request a password reset
Privacy & Account Deletion Emails
These emails are sent when anyone uses the self-service privacy tools at studiobase.org/privacy/manage:
- Privacy Verification — Confirms a data export or deletion request
- Account Deletion Verification — Confirms a studio owner account deletion request
- Account Deletion Confirmed — Final confirmation that deletion is scheduled
Insight Emails
StudioBase can send automated outreach emails to your guests based on booking patterns:
- Win-Back — Reaches out to guests who haven't booked recently
- Cancellation Outreach — Checks in with guests who have a high cancellation rate
- Almost Regular Encouragement — Encourages guests who are close to becoming regulars (3+ classes per month)
These are triggered by the Insights system when actionable patterns are detected.
Controlling Notifications
You can enable or disable most notification types from Settings > Notifications. See Notification Settings for a full walkthrough.
What you can toggle:
- Booking confirmations, cancellations, and class cancellations
- Class reminders
- Account update notifications
What's always on:
- Authentication emails (OTP, magic links)
- Subscription and billing emails
- Privacy verification emails
Email Delivery
All emails are sent from:
- notifications@studiobase.org — Booking, authentication, and reminder emails
- billing@studiobase.org — Subscription and payment emails
Emails are processed through a queue system that handles retries automatically. If an email fails to send, it will be retried up to 3 times before being marked as failed.
Need Help?
Contact support@studiobase.org for email delivery questions.