Emails tab

The Emails tab helps you compose, review, and track emails connected to an excursion. Use it for parent communication, staff updates, permission follow-up, and other excursion messages.

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What You Can See

• An Emails heading with a count.
• A Compose Email action.
• A drafts section.
• A sent emails section.
• Loading, error, and empty states.
• Delivery and recipient status details where available.

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Main Actions

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Compose Email

Use Compose Email to open the email composer. From there you can prepare a message connected to the excursion, choose the audience, insert supported variables, and save a draft or send immediately. Depending on the context, the composer may also open from other places, such as participant actions or shared communication menus. The composer supports excursion and student variables, so one message can include details such as the excursion name or a student’s first name. Add fallback text for student variables when a value may be missing. When workspace email templates are configured, staff can start from reusable layouts and default wording rather than composing every excursion message from scratch. Workspace email themes can also control the colours, fonts, header, and footer used in rendered emails.

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Email selected participants

From the Participants tab, select one or more participant rows and use the action bar to open the composer for only those selected students. The composer keeps that selected participant subset and then applies the chosen audience mode within that subset:

• Attendees sends only to the selected students.
• Parents of attendees sends only to the selected students’ parents.
• Parents and attendees sends to both for the selected students only.

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Edit Draft

Draft emails appear in the drafts section. Use Edit draft to continue preparing a message before sending it.

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Refetch Status

For sent emails, use Refetch status to update delivery information when available.

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Drafts

The drafts card can show:

• Subject.
• Status, including failed draft status where relevant.
• Message preview.
• Recipient count.
• Last updated time.
• From address when available.
• Edit draft action.

If there are no drafts, the card shows an empty message.

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Sent Emails

The sent emails table can show:

• Subject.
• Sent time.
• Intended recipients.
• Total send count.
• Accepted count.
• Failed count.
• Delivery status refresh action.

Rows can expand to show recipient-level details such as name and delivery status. Recipient details may be paginated when there are many rows.

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Common Workflows

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Send an excursion update

Compose an email from the Emails tab and choose the appropriate recipients for the message.

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Email a selected group of participants

Select the relevant participant rows in the Participants tab, choose Send email from the action bar, then confirm the audience mode in the composer. Only the selected participants remain in scope.

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Continue a draft

Open the drafts section, choose Edit draft, then review or finish the email before sending.

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Check delivery results

Use the sent table to review accepted and failed counts, then expand rows if you need recipient-level detail.

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Tips

• Review recipients carefully before sending parent-facing communication.
• Use variables and fallbacks for messages that need personalisation across many recipients.
• Use templates for recurring workflows such as permission reminders or final excursion instructions.
• Use clear subject lines so families and staff understand the message.
• Check failed sends if important information must reach every recipient.