The Email Settings page controls how email communication functions across your Gymdesk account. From here, you can adjust sending and receiving options, customize the appearance of emails, manage notification preferences, and define how automated messages are formatted and delivered.
Email Sending
When email sending is active, your account can send both automated messages (such as billing reminders, member updates, or class notifications) and manual emails. Turning this setting off will stop all outgoing messages sent from your account to members, leads, and contacts until it’s reactivated.
Email Sending/ Receiving Address
This section lets you control how replies to your emails are handled and whether open tracking is enabled. To use a custom sending domain, select Set Up Email Domain to connect your business email and send messages with a professional appearance.
BCC All Outgoing Emails
You can enter an email address to receive a copy of all outgoing communications sent by you or your staff to member and lead profiles. It’s best to use a separate email inbox for these copies so your primary email account stays organized and free of duplicates.
To include automated messages—like billing reminders or payment receipts—turn on the “Receive a copy of emails sent via automations” toggle.
IMPORTANT: Having a dedicated inbox for Bcc copies is especially important if you enable “Receive a copy of emails sent via automations,” because every automated email your account sends will also be copied to that address, which can lead to a high volume of messages.
Email Notifications
The Email Notifications page lets you manage automatic emails sent to your members and leads, including reminders, confirmations, and billing updates. Each section—Member Notifications, Booking Notifications, and Billing Notifications—includes options you can enable or disable based on your communication preferences.
Member Notifications
Control automated emails related to memberships, such as welcome messages, birthday notices, and expiration reminders. You can also adjust the time in which these messages are sent using the dropdown.
Booking Notifications
Manage automatic email and SMS reminders for class or appointment bookings. You can send booking confirmations, reminders a day or a few hours before the appointment, and customize the delivery time for each.
Billing Notifications
Enable or disable automated billing emails, including invoices, receipts, failed payment alerts, and upcoming payment reminders. You can also set how many days before the due date reminders are sent.
Email Design
Customize how your emails look by choosing to display your gym’s logo or name in the header, selecting background and accent colors for buttons and borders, and setting your text alignment. A live preview lets you see changes as you make them.
Custom Placeholders
Custom placeholders let you insert personalized details—like your school name, instructor contact info, or event links—into your Email and SMS templates. When a message is sent, Gymdesk automatically replaces each placeholder (for example, {event_link}) with the value you define in the box next to it. This helps keep your messages consistent without having to manually edit each one.
Manage Email Content
The Email Content section lets you view and customize the default messages Gymdesk sends to your members and leads. Simply click ✎ Edit to update the message or select Preview to send a test email to your main account email, allowing you to review its appearance before enabling email sending in your settings.
Members
Includes automated messages for member communication—like sign-up invites, birthday wishes, billing reminders, and account status updates—making it easy to keep members informed and engaged with less manual work.
Memberships
Includes automated messages for membership activity, like renewal reminders, trial expirations, and session limits, ensuring members always have timely, accurate info about their plans and renewals.
Payments
Covers all automated billing emails—such as invoices, receipts, payment confirmations, and alerts for overdue or failed payments—to keep members clearly informed about their account status.
Documents and Sales
Includes templates for digital document and sales emails, such as signing alerts, purchase confirmations, refunds, invoices, and shipping notifications. These personalized, consistent messages help ensure members get clear confirmations for important transactions.
Booking
Provides templates for class and appointment notifications—such as confirmations, payment alerts, cancellations, reminders, and no-show follow-ups—so members stay updated on their upcoming sessions and any schedule changes.
Gift Cards, Document Templates, and Bulk Email Templates
This section includes templates for messages related to gift card activation emails, documents that have been sent to members, and bulk emails sent to member or lead profiles.
