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How Tempo emails work

Editable intros, locked facts, vocabulary tokens and your site's branding: the email system in one tour.

Tempo sends a lot of email on your behalf: confirmations, reminders, cancellations, credit notices. The system is built around one principle: you control the tone, the plugin guarantees the facts.

Your site may use different words. Tempo lets you rename class, student and teacher under Settings → Branding & vocabulary; these docs use the defaults.

Editable intro, locked details

Every email template (under Tempo → Emails) has an editable subject and intro: your voice, your warmth, your house style. Below the intro sits a locked block carrying the transactional facts: the booking details table, the dates, original-versus-new comparisons, credit figures, the My Account link, your contact details. No template edit can remove or break the locked block, which means no well-intentioned rewording can ever produce a confirmation email that forgets to say which dates were booked.

Restore default on any template discards your customisation.

Placeholders and vocabulary tokens

Each template lists its data placeholders (like the student's name) for use in your intro. Alongside them are vocabulary tokens for the words class, student, teacher and term (singular and plural). Use the tokens rather than typing the words: if your club ever changes its vocabulary (Branding & vocabulary), every email follows automatically. The shipped default wording already does this everywhere.

Two tabs: Member and Staff

Templates are split into Member emails (customer-facing: "Thank you for booking…") and Staff emails (the office copies: "Jo has booked Amelia onto Junior Ballet…"), edited independently. Where it matters, a member template also has a second body used when a copy goes to the student's own address, worded to the student ("This is your reminder…") rather than about them. Who receives what is the next article: Member emails and Staff notifications.

Your branding, automatically

Plugin emails render inside your site's standard WooCommerce email wrapper, so they match your shop's order emails: your logo, your colours, one coherent inbox presence. Your club's contact details, set under Tempo → Settings → Notifications, appear in the footer of every message.

Every send is logged

Tempo → Emails → Send log records every attempt: template, recipient, subject, related booking or order, sent or failed. Two honest caveats: it logs *attempts* (sent means WordPress handed the mail off, not that it landed in an inbox), and it's your first stop for any "they say they never got it" conversation. See The send log and change notices and the emails not arriving troubleshooter.

One email per event, guaranteed

Every send is claimed server-side before it goes, so a repeated payment callback, a re-run background job or a double-clicked button can never double-email a family. This isn't something you configure; it's how the machine is built.

Member emails, per-child copies and reminders Who in a family receives what, the one opt-out that exists, and how automatic reminders run. Staff notifications and the recipient matrix Decide which staff hear about which events, per person, in one grid. The send log, and previewing change notices Proving what was sent, and the never-automatic flow for cancellation and reschedule emails.