Teachers and class providers often feel pulled in too many directions. The joy of teaching is often overshadowed by the burden of admin tasks like sending booking confirmations, reminding parents about sessions, and chasing follow-ups. These repetitive jobs can take hours each week and eat into valuable family or planning time.
Automation offers a simple solution. With Book That In, you can set up automated class emails that confirm bookings, send reminders, and follow up after sessions – all without lifting a finger. This guide shows you how to cut admin and focus on what you do best: teaching.
1. Why Automated Emails Are a Game-Changer for Teachers
Teaching is about passion, people, and sharing skills. But many class providers spend hours on admin tasks every week:
- Sending booking confirmations manually
- Chasing payments and reminding parents before sessions
- Following up with attendees after classes
It’s repetitive, stressful, and eats into your family time. This is why automated class emails matter. With Book That In, you can:
- Automatically send confirmations when someone books
- Schedule reminders to reduce no-shows
- Deliver follow-ups that encourage re-bookings
The result? Less time on admin and more time doing what you love.
2. Essential Automated Emails Every Teacher Needs
A strong email workflow covers the full customer journey:
- Booking Confirmation – Sent instantly when a student or parent books. Includes class details, date, time, and location.
- Payment Confirmation – Triggers as soon as payment clears, giving reassurance that everything is secure.
- Reminder Emails – Sent 24–48 hours before the class to cut down no-shows.
- Follow-up Emails – Thank attendees, request feedback, and include a re-booking link.
- Re-enrolment Campaigns – Encourage parents and students to book the next term.
By automating these, you never forget to send a message and your admin time shrinks dramatically.
3. How to customise your automated emails in Book That In
In Book That In (BTI), you can tailor the tone and content of automated emails so they sound personal and match your brand. You’ll find everything you need under Company Settings in your dashboard.
Here’s a simple way to get started:
- Go to Business > Company Settings and click the Email tab.
- Choose the type of email you want to edit - such as booking confirmations, cancellations, or reminders.
- Adjust the subject line, message, and sender details so they fit your style.
- Add helpful information, like what to bring or parking details, and include merge tags (e.g. {customername} or {class_name}) to personalise messages automatically.
- Click Save, and Book That In will use your version for all future automated emails.
This helps your communication stay professional and consistent while still sounding friendly and human.
4. Example Workflow for a Children’s Activity Provider
Let’s imagine you run an 8-week children’s art course:
- Parent books online → Instant confirmation + payment receipt.
- 48h before first session → Reminder email with what to bring.
- After class → Follow-up email with thank you and survey.
- Week 7 → Re-enrolment campaign launches.
- Week 8 → Final thank-you + reminder of next term booking.
This sequence runs in the background while you focus on teaching.
5. Common Pitfalls and How to Avoid Them
- Over-emailing – Keep it simple. One confirmation, one reminder, one follow-up.
- Forgetting reschedule links – Always add links to reduce back-and-forth.
- Merge field mistakes – Test emails to avoid {FirstName} errors.
- Payment delays – Connect Stripe so confirmations only send once payments clear.
- Ignoring feedback – Use follow-ups to collect insights for improving classes.
6. How Book That In Saves Teachers Time
Many teachers fear technology will complicate things. Book That In was designed to make automation simple:
- 13 built-in triggers for confirmations, reminders, and follow-ups.
- Stripe integration for secure, automatic payment confirmations.
- No extra tools needed – everything is handled inside BTI.
- Mobile-friendly pages so parents can book and pay on the go.
- Re-enrolment tools that keep families coming back.
You can explore more features with a Book That In demo.
7. Final Thoughts
Automated class emails free you from repetitive admin. With Book That In, you can:
- Confirm bookings instantly
- Reduce no-shows with reminders
- Build loyalty with follow-ups
- Encourage repeat bookings effortlessly
That means less stress and more time teaching, resting, or spending with your family.
Ready to simplify your admin? Book your demo now and discover how Book That In makes automated class emails effortless.