Email & Notifications

Configure email delivery and understand what notifications the platform sends.

SMTP Setup

The platform sends transactional emails through your configured SMTP server. Go to Admin → Notifications to see the current SMTP status and configuration. You will need an SMTP host, port, and credentials from your email provider.

The “From” address is set per-tenant — emails appear to come from your shop, not the platform.

Email Templates

The platform sends the following automated emails:

• Booking Confirmation — When a student is confirmed for a course session
• Waitlist Joined — When a student joins the waitlist for a full session
• Spot Available — When a waitlisted student's turn arrives
• Waitlist Expired — When a waitlisted student does not confirm in time
• Session Cancelled — When an admin cancels a session
• Cancellation Confirmed — When a student's enrollment is cancelled
• Schedule Updated — When session details change
• Payment Reminder — When an admin sends a payment reminder
• Order Confirmation — When a shop order is completed
• Event Reminder — 48 hours before an upcoming event
• Instructor Roster — Sent to the instructor 48 hours before an event
• Welcome / Verify Email — When a new account is created
• Admin Enrollment Notification — Sent to admins when a student signs up for a course flagged as requiring an e-learning code
• Contact Form — Admin Notification — Sent to the shop notification email (or fallback admins) when a customer submits the contact form, with reply-to set to the submitter so you can just hit Reply
• Contact Form — Submitter Receipt — A copy of the message is sent back to the submitter so they know it went through
• Weekly Admin Digest — A weekly summary sent to shop admins on the configured day, listing paperwork to verify, orders to ship, unpaid invoices, refunds to issue, and upcoming sessions

The contact form is also protected by a hidden honeypot field, a per-IP cooldown, and a burst limit — basic anti-spam that requires no configuration.

Branded Templates

All emails automatically use your shop's branding — your logo, name, and accent color appear in the email header. Preview any email template under Admin → Notifications to see exactly what your customers receive.

Notification Preferences

Users can opt out of specific notification types from their profile settings. Opted-out emails are silently skipped. Critical emails (like password resets and email verification) cannot be opted out of.

Weekly Admin Digest

Once a week, every admin user receives a summary of items needing attention — paperwork uploaded but not yet verified, customers with missing or expired dive medicals enrolled in upcoming sessions, orders paid but not yet shipped, unpaid invoices with age, refunds owed but not yet paid out, and upcoming sessions this week. Each section links straight to the relevant admin page.

Configure the send day under Admin → Configuration → Weekly Digest(default: Monday). Admins can opt out individually from their profile's notification preferences. If every section is empty on send day, the email is skipped.

Test Emails

Use the Send Test Email button on the Admin → Notifications page to verify your SMTP configuration is working. The test email is sent to your admin email address.

Email Debug View

Admin → System → Email Debug lists every email this site has sent. Click any row to view the rendered HTML body in a sandboxed iframe — useful when troubleshooting whether a customer actually received what you expected. The page is admin-only and gated by the same permission as Configuration. Rendered bodies are retained for roughly six months by the /api/cron/email-log-cleanup cron, then auto-deleted.