Email notifications

Two different inboxes.

Emails to you (the owner)

These are opt-in and work on every plan. They start off.

• Someone created a member account — self-signup or a staff-added login.
• Someone paid for a membership or visit pack — paid purchases, plus deferred enrollments (card on file, first charge later).
• Someone booked a session — a member or parent booked on the site, or staff added someone to the roster. The email names who booked, which session, when and where, and how full it is. Useful when parents book last minute.
• Someone cancelled a booking — one person comes off a session. That includes a member dropping themselves, a parent dropping someone they manage, staff removing one person from the roster, and the assistant doing the same (unbook_client or the member cancel tool). The email names who was dropped, the session, when and where in your gym's time zone, and how many spots are open (who is still booked, out of capacity). A drop inside the gym’s late-cancel window is marked LATE CANCEL in the subject and the body. That window is Settings → Booking (default 12 hours). The note also says when the gym kept the visit. See Late cancels. Cancelling a whole session does not send this email, so a full roster does not turn into a pile of messages. A session already marked cancelled does not email when someone is dropped afterward. A session that already started does not email. The same single drop already sends session.unbooked to an assistant that asked to watch.

They go to the account owner, the same person as the booking alert. Flip them under Email me in Settings → Notifications. They start off, on every plan.

The email stays in English. Fitnito does not store a language on the owner or the gym, so it does not follow the language of the person who cancelled. If a language is stored on the owner or the gym later, the email uses that.

A child without their own login does not show an email address. A parent's address is not printed next to the child's name.

Reminders to members (Premium)

Remind people to book is Premium (paid or trial). Members (or a parent) who opted in get one email 24 hours before a session — only for programs you allow, and only if they have a covering pass and have not booked.

1. Turn on Remind people to book.
2. Check the programs that should remind. A pass that also covers drop-in will not remind about drop-in unless you check that program.
3. Members opt in on the booking site under Notifications. Mail about a child goes to the parent.

Off until you turn it on. Free-plan gyms see the setting greyed out with an upgrade prompt.

No-show nudges (Premium)

Marking a no-show is Premium (paid or trial). There is no setting to turn on. You choose whether to email each time you mark someone.

1. Open the session once it has started. On the roster, choose No-show. The button does not show before the start time.
2. Email a link to book again is ticked when there is someone to email. The line under it says who gets it. Untick it to mark them without an email.
3. With the box ticked, you can add a note. It goes in the email, so write it to the member.
4. Choose Mark no-show. They stay booked. The no-show shows on their profile until you clear it.
5. Undo clears the mark and sends nothing. One email per member per session: marking them again after an undo does not send a second one.

When nobody can get the email, the dialog says so and has no checkbox: the member turned these emails off under Notifications on the booking site, or they have no inbox on file. For a child with no inbox, the parent who pays gets it (another linked parent if the payer turned it off).

An owner or admin can mark any session. A coach can mark a session they coach. The Assistant and a connected AI can mark and clear a no-show the same way (mark_no_show, undo_no_show). They only email when you say yes. The first call previews.

On the Free plan the No-show button does not show.

Low-visit emails (every plan)

Email when visits run low is on every plan, including Free. It starts off.

1. Open Settings → Notifications.
2. Tick Email when visits run low. A number field shows, set to 2. Change it if you like, such as 3. Save.

Untick it to stop the emails.

1. When a booking leaves someone with that many sessions or fewer, we email them once. For a child, the parent who pays gets it (another linked parent if the payer turned it off).
2. A pass that resets on the 1st can email again the next month. We do not email just because the month restarted. A top-up emails once until more visits are added.
3. Members turn their own copy off under Notifications on the booking site. That page also lets them hide the visits-left line on the schedule. The line is on until they hide it.

A $0 plan does not refill on its own. The email asks them to talk to you. A paid top-up names the next payment date when we have one.

See Your Fitnito subscription.

When a member hits reply

Mail we send to members (a missed session, a reminder, a payment, a welcome, a pause) still comes from Fitnito so it gets delivered. The reply goes to the account owner's email. That address is on Staff, on the Owner row. Open that person and Edit to change it. The gym has no separate contact email.

If that address is missing, the reply goes to [email protected].

Mail to you (the alerts above, your Fitnito bill, a password reset for the console) still replies to Fitnito.