Transactional Notifications

Learn about the email and text messages your clients receive regarding essential information about your business.

Within Walla, you have the flexibility to control various notification settings to keep both instructors and clients informed about important events and updates. This article provides an overview of the transactional notification email and text message options available within Walla.

About Transactional Notifications

Customers are obligated to receive these notifications, as they convey vital information including purchase receipts.

Clients cannot opt out of transactional notification emails.
If clients prefer to receive these updates via text message, they can opt in through their client profile.
All emails automatically include your studio signature (studio name, address, contact information), so you don't need to add that information manually.
Do Not Disturb Hours do not apply to Transactional Notification SMS.

To access Transactional Notifications, follow these steps:

Select your profile icon in the top right
Select Business Settings
Choose Transactional Notifications

Be Notified When Clients Take Actions

When clients take actions like booking classes, scheduling appointments, or making changes to their bookings, you can choose to CC different parties on the notification emails. Not all Transactional Notifications include all three options.

Who Can Be CC'd

Business Email: Uses the email address listed under Company Info in Business Settings.
Location Email: Uses the email address for the specific location where the service takes place.
Instructor Email: Uses the email of the staff member leading the service.

Edit Transactional Notifications

From Transactional Notifications, you can review the details of any notification by selecting its title to expand. Communications that cannot be edited will be greyed out and display a lock symbol.

Once you click on an editable transactional communication, you'll see the following fields:

Email subject line: What your client sees in their inbox.
Email pre-header: A brief text snippet that appears next to or below the subject line in an email inbox. It provides a preview of the email's content and encourages recipients to open it. Note that not all email platforms surface a pre-header.
Email body copy: Contains a headline and information regarding the email topic, along with your automatic signature and contact information.
Text copy: The text message your client will receive when sent via text messaging.

Character Limits

Text: 160 character limit (including emojis)
Subject line: 100 characters
Pre-header: 250 characters (recommended length 40–130)

Send a Test Text or Email

You can send a test message to any email address or phone number you choose.

To send a test text or email:

Select any Transactional Notification to expand
Choose Save & Send Test
Enter the email and/or phone number to send the test to
Save

Variables

All editable emails and text messages contain variables — for example, [client_first_name].

These variables are listed to the right of your email subject line and contain keywords that represent data that will be automatically filled into your email or text message.

Important: Do not change the content within the brackets — this will break the data being pulled into your message.

To add and edit variables in your communication, follow these steps:

Select a Transactional Notification to expand the Email and Text body
Copy the variable exactly, including the brackets
Paste the variable into the email and/or text message
Place the variable wherever best suits your communication
Save

Using Variables

You can only use certain variables with specific notifications. For example, the [class_day_of_week_and_date] variable works for the Cancellations: Sent when a client cancels a class notification but not for the Contracts: Sent when an update to the waiver is made and requires a new signature notification. Don't try to use [class_day_of_week_and_date] under the Contracts notification, as it isn't listed in the variables available for that notification.

Hidden Description Variables

Two notification-specific variables allow you to surface hidden descriptions from your class and appointment type settings directly in booking confirmation emails and SMS messages: [class_hidden_description] and [appointment_hidden_description]— available on the Bookings: Sent when a client books a class notification.

These variables only output content if a Hidden Description has been entered on the class or appointment type. If the field is empty, nothing will appear in the notification.

Enable/Disable Transactional Notifications

All individual transactional communications can be turned on and off by checking or unchecking the email or text checkboxes.

On: Clients receive the communication (per their email/text message preferences).
Off: Clients no longer receive the communication.

View Sent Transactional Notifications

Sent transactional notifications are listed under the Communications tab in the client profile. Most details can be viewed by selecting the three dots on the far right of the Transactional Notification, then choosing View Details.

Not all Transactional Notifications have details to show. If there are no details to display, the pop-up will read No Details to Display.

Transactional Notification Types

Transactional notification types encompass a range of alerts and reminders designed for both clients and staff within your business. These notifications may be delivered solely through email or through a combination of email and text messages.

Client Transactional Notifications

The notifications below inform clients about changes, reminders, and important updates relevant to their accounts and interactions with your business.

Appointments

Appointments: Sent when an appointment instructor is changed.
Appointments: Sent when an appointment date and/or time is changed.
Appointments: Sent after a recurring appointment is booked at the front desk.
Appointments: Sent when a client has an upcoming appointment (sent 24 hours before, unless booked less than 24 hours ahead).
Appointments: Sent when an appointment is canceled by the studio.
Appointments: Sent after an appointment is booked on the front desk or widget.
Appointments: Sent when an appointment plan is purchased on the front desk or widget.
Appointments: Sent when an appointment plan is canceled.
Appointments: Sent after an appointment is settled up.
Appointments: Sent when a client is refunded for an appointment (manually or automatically).
Appointments: Sent when a client does not show up for a scheduled appointment.
Appointments: Sent when a client cancels an appointment.

Bookings

Bookings: Sent when a client books a class.
Bookings: Sent when a client does not get checked in to class.
Bookings: Sent when an instructor change is made on a class with existing bookings.
Bookings: Sent 24 hours before a client has an upcoming class (sent 24 hours before, unless booked less than 24 hours ahead).
Bookings: Sent when a client is refunded for a class (manually or automatically).
Bookings: Sent when a guest does not get checked in to class.

Cancellations

Cancellations: Sent when the business cancels a class with existing bookings.
Cancellations: Sent when a client cancels a class.
Cancellations: Sent when a client cancels outside of the cancellation window.
Cancellations: Sent when a guest cancels outside of the cancellation window.

Client Accounts

Client Accounts: Sent when a client's credit card on file is expiring soon.
Client Accounts: Sent when a client has completed creating their account.
Client Accounts: Sent when a client has successfully merged their account.

Contracts

Contracts: Sent when an update to the waiver is made and requires a new signature.
Contracts: Sent when a waiver is sent from front desk.

Enrollments

Enrollments: Sent when a payment will be processed for an enrollment using a payment plan.
Enrollments: Sent when a scheduled enrollment booking is canceled.
Enrollments: Sent when an enrollment is purchased.
Enrollments: Sent 24 hours before a client has an upcoming enrollment booking.

Livestream

Livestream: Reminder email sent when a class Zoom link is available.
Livestream: Reminder email sent when an enrollment Zoom link is available.
Livestream: Sent after a livestream class is recorded.
Livestream: Sent after a livestream enrollment is recorded.
Livestream: Sent after a livestream appointment is recorded.
Livestream: Reminder email sent when an appointment Zoom link is available.

Plans

Plans: Sent when a plan is set to be cancelled.
Plans: Sent when a plan is cancelled.
Plans: Sent when a plan is paused.
Plans: Sent when a payment will be processed for a recurring charge plan.
Plans: Sent when a plan is set to be paused.
Plans: Sent when a plan expiration date has been updated.
Plans: Sent when a plan change is scheduled.
Plans: Sent when a plan change fails.

Purchases

Purchases: Sent when a plan is purchased.
Purchases: Sent when a purchase is made.
Purchases: Sent when a product/retail item is refunded.
Purchases: Sent when a client's credit card fails.
Purchases: Sent when a one-time fee charge fails.
Purchases: Sent when a one-time fee cannot be charged due to no payment method.

Skillpower

Skillpower: Sent when a client completes the Skillpower quiz.

Waitlists

Waitlists: Sent when a client on the waitlist gets into a class.
Waitlists: Sent when a client gets added to a waitlist.
Waitlists: Sent when a client gets removed from a waitlist.

Courses

Courses: Sent when a course is cancelled.

Staff Transactional Notifications

Keep your instructors in the loop with timely alerts about their schedule, sub assignments, and livestreams. These notifications ensure everyone knows exactly what's happening and when to show up.

Staff

Staff: Sent to the instructor when a livestream enrollment is starting soon.
Staff: Sent to the instructor when they have been added to the studio.
Staff: Sent to the new instructor when they are confirmed as the sub.
Staff: Sent to the instructor when a livestream class is starting soon.
Staff: Sent to the original instructor that was previously teaching the class.
Staff: Sent to instructor when an appointment is booked on the widget.
Staff: Sent to instructor when a client has an upcoming appointment (sent 24 hours before, unless booked less than 24 hours ahead).
Staff: Sent to the instructor when a livestream appointment is starting soon.
Staff: Sent to the location managers when a response is submitted through a Walla, Meta, or Google lead form.
Staff: Sent to the new instructor reminding them of an upcoming class (sent 24 hours before, unless booked less than 24 hours ahead).

Sub Management

Sub Management: Sent to the current instructor when someone accepts a sub request.
Sub Management: Sent to the new instructor when they are approved as the sub.
Sub Management: Sent to staff who accepted the sub request when someone else is approved.
Sub Management: Sent to staff when a sub is canceled.
Sub Management: Sent to eligible staff when a sub request is created.

Transactional Notifications | Walla Support Center

Customize the transactional emails and texts your clients receive in Walla — including booking confirmations, receipts, reminders, and account updates.