You can customize the automated email receipts your customers receive from Punchpass.
This lets you add your style to the message (yeeha!!) AND allows Punchpass to be used in countries where English is not the primary language (learn more about our language support).
The automated email notification templates you can personalize are:
Pass ending soon expiration notices,
Reservation confirmations (if you allow registrations/class bookings)
In this guide, we'll cover:
Customizing the reservation reminder emails,
Customizing Customer Purchase Receipts
The receipt email includes the details about the particular purchase.
If you navigate to Manage > Settings > Customer Communications you can customize the text that is applied to all purchases, including:
Elect to send membership renewal receipts: If you'd like your customers to automatically be emailed a receipt each time their membership renews, select this option.
Email subject: This message will be sent for both passes and memberships.
Email text: Include a message with each of your receipts. This message appears at the top of your email.
Adding tax and business information to receipts
If you need your receipts to include that tax and company information, please make sure your company details are filled out in the General Settings and Taxes, Invoices, and Revenue sections of your account.
You can also add additional company information and messages to the customer receipts in three places:
1. Manage Settings > Customer Communications. Add the information to the text box, and this will appear as custom text in the body of the message, at the top of the email.
2. Manage Settings > Taxes, Invoices and Revenue. Define tax rates for your offerings. If you elect to charge taxes to your customers, the tax charged will appear as a line-item on receipts.
3. Manage Settings > Taxes, Invoices and Revenue. Craft personalized messages to appear at the bottom of your receipts.
Here's what a customer receipt looks like for your customers
Customizing the Pass Ending Soon Notifications
In the settings for each pass, you'll find an option to turn on sending email reminders when a pass is about to expire.
You need to turn this on for every pass type you want emails sent. For example, you probably DO want emails sent for your 10-visit punchcard, but not your drop-in passes.
Where to find the setting
From Manage > Passes, select an existing pass and press edit, or create a new one.
You'll see the option to send a reminder a little ways down the page, and when turning this om will be able to select how far in advance you'd like to send out the reminder.
Notifications can be sent 2 days, 1 week, 2 weeks, 3 weeks, or 4 weeks before a customer runs out of credits or the pass is about to expire.
Personalize the Pass Ending Soon Reminder email template
From Manage > Settings, select the Customer Communications section. Here you'll find reservation reminder email templates that we send on your behalf to your customers.
The Pass Ending Soon template is a great place to add a link to your site!
That's it!
Emails will be sent at the time of your choosing when a pass either has 2 punches left OR the selected weeks left before it expires. Passes are then flagged as having had the email sent, so a pass won't be sent the email again.
Customizing the Reservation Reminder Emails
In the Customer Communications section of your account settings, you'll also find an option to personalize the message of your reservation reminders.
For these messages, you can customize only the message that is sent out.
If you'd like to remind customers of your cancellation policies, we recommend including them in this message.
Tip: Punchpass allows you to add a booking agreement at the time of reservation. More information here
If your customer needs a pass, we will also include a purchase link in the email.
Here's what a reservation reminder looks like to your customers
Customizing the Appearance of your Emails
Add a Logo
You can add your company logo to your emails!
To adjust the size of your logo in the email messages, you'll want to reduce the image dimensions of the logo uploaded to Punchpass. The recommended size for your uploaded logo is around 350w x 140h using a JPG or PNG file format.
Please see more detailed information on customizing the appearance of your Punchpass account here.
Customizing the Message
If you want to add a link, highlight the text and click the link icon to add a URL.
You can add images to these emails up to 5GB in size. Please note that the images will be resized to a max of 600px wide for better viewing within emails!
You can also attach files to these emails for a max size of 10GB.
If you'd like to test any of the emails, simply create a test customer with your email address. Then just have that test customer buy a pass or make a reservation.
Frequently Asked Questions
Can I customize receipts for individual members, not just send to all?
You might consider setting up an Email Template!
With email templates, you can modify the body of the message before sending it out to the customer.
Does Punchpass offer text message options to customers?
We don't currently offer SMS, only email communications to customers at the moment.
How can I automate emails to customers after they've attended a class?
After class, you can easily send an email to all your customers by creating an email template and using the Email Everyone button on the class details page. It's super convenient!