Emails

Send families reminders about balances and forms from Sign Ups. Every email uses a template you can reword.

Before you start

Set up Email settings first. Until email is set up, Sign Ups only logs reminders instead of sending them, and while Test mode is on every email goes to your test inbox.

Send a reminder to one family

1. Open the registrant and click Actions > Send reminder. (It only shows when they owe money or forms.)
2. Sign Ups picks the right template: a family summary if several kids are registered, otherwise a balance, forms or combined reminder.
3. Check who it's going To. Every parent in the family who hasn't opted out gets it.
4. Click Edit Wording to change this one email, or Preview to see it.
5. Click Send Email.

Copy copies the email so you can paste it into your own email or a text.

From Families, open a family and click Send Reminder for one email covering every child in the family.

Send reminders to many families

1. On Registrants, pick a view like Needs Reminder or Outstanding Balance.
2. Tick the people you want (on a computer).
3. Click Actions > Send reminder.
4. Check the list and click Send N Emails.

Each family gets one email. People with nothing outstanding are skipped. Bulk reminders use the template's subject and greeting, so put anything important in the template itself.

Sent emails show in each registrant's activity log and count toward Last Contacted.

The templates

Go to Settings > Email Templates. Templates are set per ministry.

Template	Used for
Balance Reminder	Money owed
Forms Reminder	Forms not done
Combined Reminder	Money and forms
Family Reminder	Several kids in one family
Registration Confirmation	Confirming a registration
Payment Plan Reminder	An upcoming installment. Sent automatically; see Payment plans

Edit a template

1. Click the template.
2. Change the Subject Line, Greeting, Intro Message, Closing Note and Sign-Off. The balance and forms details are filled in automatically between the intro and closing.
3. Click a variable chip to add it where your cursor is. The Live Preview shows sample data.
4. Click Save.

If you edit a workspace template while a ministry is selected, your changes are saved for that ministry only.

Variables

Variable	Fills in
{{parent_name}}	Parent's name
{{camper_name}} / {{camper_first}}	Registrant's full or first name
{{trip_name}}	Event name
{{balance}}	Registrant's balance
{{family_balance}}	Family's total balance
{{camper_summary}}	Each child and what they owe
{{forms_list}} / {{forms_count}}	Outstanding forms
{{due_date}}	Payment due date
{{church_name}} / {{family_name}}	Church and family name
{{payment_link}}	Your payment form
{{account_link}}	The family's portal
{{payment_plan_link}}	Set up a payment plan (when the family can)
{{financial_aid_link}}	Apply for financial aid (when the family can)
{{installment_amount}}, {{installment_num}}, {{total_installments}}	Payment plan installment details

Who emails come from

Emails show your church or ministry name "via Ministry Toolkit" unless you send from your own domain. The name and reply address come from, in order:

1. The event's Settings > Communications > Sender Identity.
2. The ministry's email overrides.
3. Workspace email settings.

Common questions

The button says Log instead of Send. Workspace email isn't set up yet. Nothing is sent; it's only noted in the activity log.

Emails are going to me instead of families. Test mode is on under Workspace Settings > Email.

A family didn't get the email. Check the parent has an email in CCB and test mode is off. Then ask them to check spam.