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Emails

Sign Ups sends transactional emails to families on your behalf. All templates live under Sign Ups → Settings → Email Templates and can be customized per ministry.

The six templates​

Registration Confirmation​

Sent automatically when a family completes registration. Confirms the event, registrant name, and any deposit paid. Should set expectations for next steps (forms to complete, balance to pay).

Balance Reminder​

A nudge for families with an outstanding balance. Includes the amount due and a link to their public portal. Send manually or schedule based on payment due dates.

Forms Reminder​

A nudge for families with required forms still incomplete. Lists the missing forms and links to the portal where they can fill them out.

Combined Reminder​

A single email that covers both balance and forms in one message. Use this when families are behind on both, to avoid sending two emails.

Family Reminder​

A family-level summary email used when a family has multiple registrants. Lists each child, their event, balance, and outstanding forms in one consolidated view.

Payment Plan Reminder​

Fires before each installment in an automated payment plan. Includes the installment amount, due date, and a link to the portal. See Payment Plans.

Editing a template​

  1. Go to Settings → Email Templates.
  2. Click the template you want to edit.
  3. Edit the subject line and body. The body supports basic formatting.
  4. Save. Future emails of that type use the new template.

Templates are scoped per ministry, so each ministry can have its own voice and signature without affecting others.

Placeholders​

Templates support placeholders that fill in family- or event-specific values when the email is sent. Available placeholders include:

  • {{family_name}} for the last name of the family being emailed
  • {{registrant_name}} for the registrant the email is about (single-registrant emails)
  • {{event_name}} for the event name
  • {{balance}} for the current outstanding balance
  • {{due_date}} for the next payment due date
  • {{installment_amount}} for the amount of the next scheduled installment
  • {{portal_link}} for a direct link to the family's public portal
  • {{payment_plan_link}} for a link that opens payment plan setup if available
  • {{forms_list}} for the list of any outstanding forms

The exact set of placeholders varies by template type, since not every variable applies to every email.

Sending emails​

Most emails are triggered automatically:

  • Registration Confirmation sends at registration completion.
  • Payment Plan Reminder sends on a schedule before each installment.

Reminder templates (Balance, Forms, Combined, Family) can be sent manually:

  1. From Registrants or Families, select one or more rows.
  2. Click Send Email and pick a template.
  3. Preview the rendered email and confirm.

You can also send to filtered groups, e.g. all families with an outstanding balance over a certain amount.

Deliverability and replies​

  • Emails come from the From address configured under Settings → Communications.
  • Replies go to your Reply-to address. Make sure that's a real, monitored inbox.
  • If families report missing emails, check their spam folder first. Branded sender domains (DKIM/SPF) reduce this; ask support if you need help configuring them for your domain.
  • Settings for the Communications and Email Templates sections
  • Family Portal for what families see when they click email links
  • Payment Plans for installment reminder timing
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