ClubRight sends a number of transactional emails on your behalf when key events happen: a member books a class, their plan is frozen, they earn a new award, and so on. You can customise these emails to reflect your club's branding, tone of voice, and content, so every automated communication feels like it is coming directly from you. This article is an overview of the email templates available and how to edit them.
Note: email template customisation is available on certain ClubRight plans. See the ClubRight pricing page for details, or contact Customer Success if you are not sure whether your plan includes it.
Layout versus individual emails
There are two distinct kinds of edit you can make. Understanding which one to use is the most important part of getting email templates right.
The Layout Template is the wrapper used by every other automated email. It controls the overall look and feel: header, footer, logo, colours, fonts, and contact details. Anything that should appear consistently across every email belongs in the Layout Template, because changes there apply everywhere automatically.
Individual email templates control the body content of a specific email type: the subject line, the wording, the tone, and anything specific to that scenario (such as directions to the club in your Welcome Email, or class prep tips in your Booking Email).
Editing one of the individual templates and adding your logo there is a common mistake. That logo would only appear in that one email type, while other emails would still show the default. The Layout Template is the right place for anything visual or branded.
⚠️ Important: leave any system commands or merge tags in place when editing templates. These are short codes (such as personalisation placeholders for member names, dates, or membership numbers) that get replaced with real data when the email is sent. Removing them will break the email's content.
How to edit an email template
From the burger menu, click Settings
Select Email Templates
Choose the template you want to edit from the list
Make your changes (branding goes in the Layout Template; wording and content for a specific email type goes in that template)
Save your changes
Each template you edit shows as Overridden: yes on the Email Templates list. Templates you have not edited show as Overridden: no and will continue to use the ClubRight default content.
Where to start
Most clubs find the most value in customising these four templates first:
The Layout Template, to apply your branding (logo, colours, header, footer, contact details) across every email at once
The Welcome Email, the first email a new member receives
The Membership Confirmation Email, sent when a member completes their sign-up
The Booking Email, the most frequently sent transactional email for most clubs
Once these four are tailored, the rest can be left as system defaults or updated when you need them.
Emails you can customise
The following automated emails can be customised in ClubRight:
Layout
Layout Template: the wrapper used by every other automated email. Controls overall branding, header, footer, and styling. Listed as ** LAYOUT TEMPLATE in the templates list.
Bookings
Booking Email: sent to a member after they book an activity
Booking Instructor Email: sent to the instructor (or activity staff) when a member books one of their activities
Booking Resource Changed Email: sent when the resource (such as room or equipment) for a booking is changed
Waiting List Email: sent to a member regarding their waiting list status for an activity
Membership lifecycle
Welcome Email: sent when a member first joins your club
Membership Confirmation Email: sent when a member completes a new membership sign-up
Confirmation of Membership Freeze Request: sent when a member requests a freeze, before staff approval
Membership Freeze Email: sent when a member's plan is frozen
Membership UnFreeze Email: sent when a frozen plan is reactivated
Confirmation of Membership Cancellation Request: sent when a member requests cancellation, before staff approval
Referrals
Referred Member Email: sent to the new member who has been referred to your club
Referring Member Email: sent to the existing member who made the referral
Awards
New Award: sent when a member earns a new award or achievement
Till
Till Receipt Email: sent after a member makes a payment or purchase at the till
💡 Helpful tip: before applying major changes to an email template, send yourself a test by triggering the relevant action against your own member account (for example, booking a class, freezing a test plan, or making a small till purchase). This lets you see exactly how the email will look in a real inbox before live members receive it.
Have more questions about email templates?
If you have a question that is not covered here, our Customer Success team is happy to help. Reach out via the orange chat button at the bottom right of your ClubRight dashboard.