Transactional emails
Configure the automated emails Arketa sends for bookings, purchases, and account events.
Transactional emails are system-generated messages sent automatically when clients or staff take specific actions — booking a class, canceling, purchasing a membership, and more. You can customize the content, schedule, and recipients for each email type.
Access transactional emails
Go to Settings → Communications → Transactional Emails
[IMAGE TODO] Take a screenshot showing the Settings → Communications → Transactional Emails page with the list of email types visible, including the three-dot action menu for one of the emails.
Email types
Booking emails
| When it sends | |
|---|---|
| Class confirmation (in-person) | Client books an in-person class |
| Class confirmation (online) | Client books a virtual class |
| Class confirmation from waitlist (in-person) | Client moves from waitlist to confirmed spot |
| Class confirmation from waitlist (online) | Client moves from waitlist to confirmed virtual spot |
| Class confirmation waitlist | Client is added to the waitlist |
| Class reminder (in-person) | Before an upcoming in-person class |
| Class reminder (livestream) | Before an upcoming virtual class |
| Class cancellation notification | A class is canceled |
| Class updated (in-person) | An in-person class is changed (time, location, etc.) |
| Class updated (online) | A virtual class is changed (Zoom link, time, etc.) |
| Class spot open | A spot opens in a class |
| Client no-show reminder | 1 hour after class ends, to clients who had a reservation but didn't check in |
| Appointment confirmation (in-person) | Appointment is booked in-person |
| Appointment confirmation (online) | Appointment is booked virtually |
| Appointment reminder (in-person) | Before an upcoming in-person appointment |
| Appointment reminder (online) | Before an upcoming virtual appointment |
| Appointment cancellation notification | Appointment is canceled |
| Event confirmation (in-person) | Event booking confirmed |
| Event confirmation (online) | Virtual event booking confirmed |
| Event reminder (in-person) | Before an in-person event |
| Event reminder (livestream) | Before a virtual event |
| Event cancellation notification | Event is canceled |
| Substitute instructor notification | Instructor is changed |
| Waiver request for guest reservations | Client books on behalf of a guest who hasn't signed the waiver |
| Waiver request reminder for guest reservations | Follow-up if guest waiver is still unsigned |
Cancellation emails
| When it sends | |
|---|---|
| Customer canceled class booking (with credit reimbursement) | Client cancels and receives a credit back |
| Customer canceled appointment booking (with credit reimbursement) | Client cancels appointment and receives a credit back |
| Customer canceled event booking (with credit reimbursement) | Client cancels event and receives a credit back |
| Customer late canceled class | Client cancels after the cancellation window |
| Customer late canceled appointment | Client late cancels appointment |
| Customer late canceled event | Client late cancels event |
Purchase emails
| When it sends | |
|---|---|
| Pack purchase confirmation | Client purchases a class pack |
| Subscription purchase confirmation | Client purchases a membership |
| Bundle purchase confirmation | Client purchases a bundle |
| Community purchase confirmation | Client purchases a community |
| Retail product purchase confirmation | Client purchases a retail item |
| Referrer payout notification | Client receives a referral reward payout |
| Invoice payment failed | A subscription payment fails |
Gift card emails
| When it sends | |
|---|---|
| Gift card purchase confirmation | Client purchases a gift card for themselves |
| Gift card purchased as gift confirmation | Client purchases a gift card for someone else |
Configure an email
To edit any transactional email:
- Go to Settings → Transactional Emails
- Click the three dots next to the email → Edit
- On the first page, set who receives the email:
- Customer — the client who took the action
- Business owner — you (or the account owner)
- Instructor/practitioner — the assigned instructor
- Also set whether it fires on customer-initiated actions, staff-initiated actions, or both
- Customize the subject line and body
- Click Save & Exit
[IMAGE TODO] Take a screenshot showing the transactional email editor with the recipient checkboxes (Customer, Business owner, Instructor/practitioner), the customer-initiated/staff-initiated toggles, and the subject line and body fields visible.
Reminder timing
For emails tied to a scheduled event (class, appointment), you can set the reminder to send:
- 24 hours before
- 45 minutes before
Sender address
By default, all transactional emails send from no-reply@notifications.arketa.co.
If you have the Marketing Suite and a verified sender domain, you can select your custom domain from the dropdown on the transactional email settings page.
View sent messages
To see a log of transactional emails and SMS messages sent to you or your instructors, go to Settings → Communications → Sent Transactional Messages.