When you use Bobbin on its own, Bobbin sends every email about your Lessons. They come from your own email address, with your branding. Some emails are switched on or off for your whole company, and others can be set for each Client and Student.
Note: People you add to Bobbin only start getting your organization's emails once they've accepted their invite. See Inviting people to Bobbin.
Emails for your whole company
Go to Organization > Settings > Emails to choose which of these are sent:
Send lesson-scheduled emails when lessons are created: the Students, Tutors and Clients on a Lesson get the details when it's booked. People added to an existing Lesson later get one too.
Send reminder emails before lessons start: a reminder goes out before each Lesson, in each person's own timezone. You can choose how far ahead it's sent, from 10 minutes to 2 days.
Send emails when lessons are rescheduled or canceled: participants are told when a Lesson moves or is canceled or deleted, or when they're removed from it. Deleting a Course sends an email for each of its upcoming Lessons.
Send attendance emails after lessons start: an email goes out ten minutes after a Lesson starts, showing who is present and who is absent. See Who gets attendance emails below.
Turning one of these off applies to everyone, so it's worth deciding as a company. A Student added without an email address won't receive any of these, but their Client still will.
For online Lessons, these emails include a Join lesson button that takes each person straight to the Lesson (apart from the email to someone added to an existing Lesson). A Student's button uses their own classroom link, so they don't need to sign in, and their email asks them not to forward it. Emails about an upcoming Lesson also include a calendar invite that updates itself if the Lesson moves or is canceled.
Who gets attendance emails
Clients get an attendance email for their own Students, unless it's turned off for that Student (see below).
The Client's manager gets the attendance email for that Client's Students. You choose the manager on the Client manager card on the Client's profile, with Change manager.
Your company owners get it for Clients who don't have a manager, and for Lessons with no Client, such as a Student with no Client linked or a Lesson with only Tutors on it. Your company owner is normally the person who signed your company up to Bobbin.
Other Administrators don't get attendance emails. Each person gets one email per Lesson, listing only the Students that are theirs to see, plus the Lesson's Tutors.
If you'd like an Administrator to get a Client's attendance emails, make them that Client's manager. To send them back to the company owners, choose Use company owners.
Note: An Administrator can turn off their own attendance emails under My profile > Notifications (open the menu under your name at the bottom of the sidebar). If a Client's manager does this, the emails don't go to the company owners instead; they just stop for that manager. The same page also has a Safeguarding alerts switch for emails about flagged lesson transcripts.
Emails for each Client and Student
Lesson Report and Attendance emails can also be switched on or off for each Client and Student. This is useful if a particular Client doesn't want them.
Note: This feature is available to Administrators only. Clients, Tutors, and Students cannot see or change these notification settings.
Navigate to the Clients page
In the left-hand menu, click Clients under People to view the list of Clients in your organization.
Open the Client's profile
Click on your Client's name to open their profile. The Students card lists the Students linked to this Client. Next to each Student you'll see which emails the Client currently gets about them, for example Lesson reports and Attendance, or Emails off.
Turn off a notification
Click the menu (three dots) next to the Student and choose Edit email notifications.
In the Emails about [Student] window, switch off Lesson report emails or Attendance emails. The Client will no longer receive that type of email for that Student.
Click Done.
Note: Each Student's settings are separate. Turning an email off for one Student doesn't affect the other Students linked to the same Client.
Turn a notification back on
Open Edit email notifications for the Student again and switch the email back on. The Client will start receiving those emails again.
Note: Each change saves as soon as you switch it - there is no separate 'Save' button.
Attaching Report PDFs
By default the Lesson Report email contains a summary and a link to the full Report online. You can also have the Report attached as a PDF, which some families prefer. An Administrator turns that on under Organization > Settings > Lessons, using the Attach report PDF to lesson report emails setting. For more information, see Creating a Lesson Report.
When you send Report PDFs manually from a Lesson, any Client who has turned off Lesson Report emails is skipped automatically, so the switches above are respected either way.