Setup checklist
Configure notifications
Omoplata sends automated notifications to your members at key moments -- when a payment fails, when onboarding is pending, when a direct debit is about to be charged, and more. This guide walks you through configuring your email settings, customizing templates, and controlling which notifications are active.
Step 1: Configure email settings
Each club uses its own email server for sending messages, so notifications come from your club's email address rather than a generic sender.
- Go to your email configuration settings.
- Fill in the email server details (see the table below). You can get these from your email provider (e.g., Gmail, your web hosting provider, or a transactional email service like Mailgun or Postmark).
- Save the settings.
- Send a test email to verify the configuration. Check that the email arrives, displays correctly, and shows your club's "From" address.
The email server details are:
| Field | Description |
|---|---|
| Host | Your email server address (provided by your email provider). |
| Port | The connection port (provided by your email provider). |
| Username | Your email login username. |
| Password | Your email login password. |
| From address | The email address that appears as the sender for all outgoing messages (for example, info@yourclub.com). |
Email deliverability
Using a custom email address from your own domain (such as info@yourclub.com) improves deliverability and trust. If you use a free email provider, some messages may end up in spam folders. Make sure your domain has proper SPF, DKIM, and DMARC records configured.
Step 2: Review notification templates
Omoplata comes with pre-defined notification templates for all system events. You cannot create new types, but you can fully customize the content of each template.
- Go to Settings > Notifications.
- Browse the list of available notification templates. Each template has:
- A name -- describing when the notification is sent.
- A channel -- the delivery method (email, SMS, or letter).
- A subject -- the email subject line.
- A body -- the message content in Markdown format.
Common notification types
Here are some of the templates you should review and customize:
| Template | Description |
|---|---|
| Direct debit charge failed | sent when a SEPA direct debit is returned unpaid. Prompts the member to update their payment method. |
| Member onboarding invitation | sent to new members (or their guardians) with a link to complete registration. |
| Membership pause ending | alerts members that their pause is about to end and billing will resume. |
| Payment reminder | sent before or after an invoice due date depending on your dunning settings. |
| Welcome email | sent to new members after their account is created. |
Step 3: Customize a notification template
- From the notification list in Settings > Notifications, click on the template you want to edit.
- The Editor section opens on the left, where you can write or modify the content using Markdown formatting:
- Use
#for headings. - Use
**bold**and*italic*for emphasis. - Use
-for bullet lists. - Use
[text](url)for links.
- Use
- The Preview section on the right shows a live rendering of how the email will look to your members. The preview updates as you type.
- Edit the subject line if the template includes one.
- Click Save when you are satisfied with the content.
Using call-to-action buttons
Templates can include CTA (call-to-action) buttons that link members to specific actions. To add a button, insert the following placeholder in your template body:
[cta type='confirm']
When the notification is sent, this placeholder is replaced with a styled button. The button text and URL are provided by the notification class. For example, a payment failure notification might generate a "Update payment method" button that takes the member to their payment settings page.
The preview shows sample CTA buttons so you can see how they will appear in the final email.
Template placeholders
Templates support dynamic placeholders that are filled with real data when the notification is sent. The available placeholders depend on the notification type -- for example, a payment notification might include the amount, due date, and member name. Check the preview to see which placeholders are available for each template.
Step 4: Configure notification channels
Each notification template is assigned to a delivery channel. Review the channels for each template:
| Channel | Description |
|---|---|
| the primary delivery method. Sent using the SMTP settings you configured in Step 1. | |
| SMS | available for select notification types when your club has SMS sending configured. |
| Letter | for notifications that need to be sent as physical mail (used in some dunning scenarios). |
The channel is set per template and determines how the message reaches the member.
Step 5: Enable or disable notification triggers
Some notifications can be toggled on or off depending on your club's preferences.
- Go to Settings > Billing and review the notification toggles.
- Look for options such as Send payment failed notification. Toggle this on to notify members when their SEPA debit fails, or off if you prefer to handle failed payments manually.
- Review dunning-related notification settings. If you have automatic dunning enabled, reminders are sent based on your dunning schedule (see Handle failed payments for details).
- Save your settings.
System notifications
Certain notifications, such as onboarding invitations, are essential for the member experience and cannot be disabled. These ensure that new members can always access and complete their sign-up process.
Step 6: Configure dunning notifications (optional)
If your club uses the dunning system for overdue invoices, the notification templates for payment reminders are part of the dunning escalation.
- Go to Settings > Dunning (or see Handle failed payments).
- Configure the delivery method for each dunning level (see the table below).
- Customize the dunning notification templates in Settings > Notifications to match your club's tone for each escalation level.
The dunning levels are:
| Level | Description |
|---|---|
| Level 1 | Email only (friendly payment reminder). |
| Level 2 | Email only (first formal reminder). |
| Level 3 | Email and postal letter. |
| Level 4 | Email and registered mail. |
For full details on the dunning process, see Dunning.
Step 7: Test your notifications
Before relying on automated notifications, verify they work correctly.
- Create a test member (or use your own account).
- Trigger a notification by performing the corresponding action (for example, send an onboarding invitation from the member's profile).
- Check that the email arrives in the expected inbox.
- Verify the content, formatting, and CTA buttons render correctly.
- Confirm the "From" address matches your club's configured email.
What to do next
With notifications configured, your club will automatically keep members informed. Continue with these guides:
- Register a new member -- the onboarding invitation notification will be sent automatically.
- Handle failed payments -- configure dunning reminders for overdue invoices.
- Generate invoices -- understand how billing notifications are triggered.
For the full reference on notification templates and channels, see Notifications.