Sending and Scheduling Emails

Studio messages in EnrollmentHive are notifications. A notification can go out as email, as an in-app message on the parent dashboard, or both. Most studio-wide mail starts on Communications. A one-off to a single family starts on that household.

This is different from alerts, which sit on every parent dashboard until they expire. It is also different from automatic emails such as payment receipts and upcoming bills, which you edit under organization billing/communications setup.

Emails go to accounts (people with a login and an email address), not to students. See households vs accounts if that split is new.

Communications

Open Communications. Across the top you will see:

Notifications — drafts, sent mail, and activity
Recipient Lists — saved groups you reuse
Templates — reusable message bodies
Alerts — dashboard banners (not email)
Parent Live Chat — in-app chat, not email

The Notifications tab shows last-30-day stats (emails sent, unopened, bounced/errored), Draft Notifications, then Sent Notifications / All Notifications.

Compose a Notification

On Notifications, click New.
Choose Create new (blank draft) or Create from template (picks a General Notification template and copies its body).
That opens Edit Notification. The form auto-saves as you type; Save / Save Changes also writes the draft.

Field	Details
Internal title	Name in your drafts and sent list. Parents do not see this.
Tags	Optional tags so you can filter sent mail later.
External Title / Email Subject	Subject line of the email and the title parents see in-app.
Reply-to email address	Where replies go. Leave blank to use the studio contact email.
Recipients	Who should get it. See Adding recipients.
Message body	Rich text. You can insert merge fields such as Account First Name and Household Last Name. They fill in per recipient at send time.
Send as in-platform notification	Always on. Parents also see it in their dashboard notification list.
Send as email	Uncheck to deliver in-app only.
Operational vs Marketing	Operational is for current families and class information. Marketing is for anyone, including people who are not active students. Accounts can opt out of either type; the preview flags anyone who will not receive the email.

When the draft looks right, click Preview notifications at the bottom. Nothing is sent until you confirm there.

Adding Recipients

On a draft, click Add Recipients. Choose how to add people, pick the items, then Add.

How	Who is included
From recipient list	Everyone currently on that saved list (see below).
By section	Every account in the household of a student with a recurring enrollment in those sections. Drop-ins and trials are not included.
By season	Same idea, for every section in the season.
By sections with tag	Recurring enrollments in sections that have those tags.
By households with tag	Every account on households with those tags.
By students with tag	Every account on households of students with those tags.
By instructor	The instructor’s own login accounts — not the parents in their classes. Use By section for that.
By searching for specific accounts	People you pick by name/email.
All accounts	Every non-visitor account in the studio.

You can add several rules. View List expands the chips into names, emails, and a Reason (for example, “Has student in ‘Monday Ballet’”). Use the X on a chip to remove that rule or person.

The list is resolved when you send. A saved recipient list tied to a section will include whoever is enrolled at send time, not whoever was enrolled when you first attached the list.

Adding a section emails all parents (accounts) on those students’ households, not only the responsible account for the class.

Recipient Lists

Use a recipient list when you mail the same group often (all 2026–27 families, competition team, waitlist tags, and so on).

Open Communications → Recipient Lists.
Click New List, enter Recipient List Name and Description, then Create List. Recipients are added after create.
On the list, click Edit.
Under Add Recipients, pick a rule (same options as on a notification, except you do not nest another list here), then Add.
Click Save.

The Preview Recipients table is a snapshot. It updates as people enroll or drop. Search it by name or email. Reason explains why each account is on the list.

Remove a section, tag, or person with the X on that chip in the edit flyout, then Save. Delete Recipient List in Danger Zone removes the saved list; it does not unsend mail.

When composing a notification, From recipient list attaches that living list as one recipient chip.

Templates

Open Communications → Templates. Click New Template, then set:

Title — your name for the template
Type — what the template is for
Body — rich text, with merge fields that match that type

Click Save. You can Duplicate Template from the menu. Delete template is on the list row.

Types you will use day to day:

Type	Where it is used
General Notification	Compose a notification (Create from template) and Send Notification on a household.
Class Cancelled	The cancel-class flyout on a session.
Household Invite	Inviting a parent to set up their login.
Audition Result	Audition decision messages.
Automated Email	Automations that send mail.

Payment receipts, upcoming bills, and failed auto-pay emails are system templates. Those are edited in organization setup, not on this Templates tab.

For blast mail, create a General Notification template, then New → Create from template when you are ready to send. Household send only offers General Notification templates as well.

Preview, Send, or Schedule

Preview notifications shows each recipient on the left and a personalized body on the right. Click a name to see their merge fields filled in. An orange warning means that account has opted out of this Operational or Marketing category and will not get the email.

Under Ready to send?:

Send notification now → confirm → Send Notifications
Schedule notification → pick Schedule for (studio local time) → Schedule Notification

Scheduled drafts show a Scheduled Notification card with the time. Cancel Scheduled Notification returns it to a normal draft.

After a send, the notification moves to Sent Notifications. Open it to see delivery activity (sent, delivered, viewed, bounced, spam, opted-out, errors). You can Re-send Emails to a subset, or Add Recipients to send the same message to more people immediately.

Duplicate Notification copies Body only or Body and recipients into a new draft.

Send from a Household

For one family (a balance reminder, a costume note, a follow-up):

Open the household.
Go to the Communications tab.
Click Send Notification.

Field	Details
Recipients	Accounts in this household. The primary account is selected by default. You can include more than one.
Notification Title	In-app title.
Email Subject	Email subject line.
Template	From scratch, or a General Notification template (fills the message).
Message	Rich text with the same merge fields as a general blast.
Send as email	On by default. Uncheck for in-app only.

Click Send Notification. It sends immediately — there is no separate preview or schedule step. The household Communications tab lists what went to this family, who received it, latest activity, and whether it went as email. Click a row for that recipient’s detail.

Accounts that have never been invited to log in are skipped.

Setting Up Alerts — dashboard banners for every parent, not targeted email
Charges and Balances — households vs accounts
Collecting Auto-Pay Payments — automatic billing emails are system templates, not this composer

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