Overview
Studio and staff users can control which system-generated email notifications they receive. This allows administrators and staff to stay informed on important updates, transactions, and platform events relevant to their operations.
Additionally, this guide includes troubleshooting steps to address common issues that may prevent email notifications from being received.
How to Update Email Notifications (Studio/Staff Account)
Log in to your Groovio account.
In the left-hand sidebar, go to Admin Settings > Email Notifications.
Review the list of available email types.
Toggle each option on or off based on your preference.
Changes are saved automatically and applied immediately.
Preferences are set per login. Each staff/teacher account has its own email notification preferences, separate from the main studio account — changing the toggles while logged in as the studio doesn't change what a staff member receives, and vice versa. If a staff member keeps receiving (or isn't receiving) booking or cancellation emails, they need to log in to their own Groovio account and change their own preferences under Admin Settings > Email Notifications.
Available Email Notification Types
Studios can manage notifications for the following actions:
Class Booking Success
Membership Purchase
Package Purchase
Product Purchase
Service Purchase
Retail Product Order Cancelled by Student
Class (Manual PAY NOW Payment Made)
Membership (Manual PAY NOW Payment Made)
Service (Manual PAY NOW Payment Made)
Class Cancellation
Membership Cancellation Request
New Connection Request
Scheduled Class Deleted
Lead Received
Membership Success/Failed
Class Bookings Success/Failed
Groovio Subscription Payment
Class Cancellation (Auto Cancel)
Service Success/Failed
Chat Received
Service Order Cancel by Student
Student Cancellation From a Class You Teach — a per-staff, opt-in email. If a staff member would like to be notified when a student cancels from a class that they specifically are teaching, they can turn this on from their own Admin Settings > Email Notifications.
Understanding cancellation and schedule-update notifications
Several notification types relate to a class being cancelled, changed, or removed. Here is how the toggle names map to what actually triggers each email:
Class Cancellation — sent when a class booking is cancelled manually.
Class Cancellation (Auto Cancel) — sent when the system automatically cancels a class (for example, an auto-cancellation rule). This is a separate preference from the manual Class Cancellation email, so check both if you expect one and are receiving the other.
Schedule Update (delete) — this is the preference that corresponds to a scheduled class being deleted/cancelled. If you are looking for the class-cancellation email a student receives, it maps to the student's "Schedule update (delete)" notification rather than a toggle named "cancellation".
Important: many preferences are controlled by the student
A number of these notifications are student-controlled — the student sets them in their own Notification Preferences in the student app or website, and the studio admin cannot change them on the student's behalf. If a student is not receiving a particular email, the most likely cause is that the preference is turned off on their own account. The toggles under Admin Settings > Email Notifications control the studio/staff account's own notifications, not the student's.
Tip:
We recommend enabling critical notifications such as payment failures, cancellations, and booking confirmations to ensure you don't miss key updates.
Be aware that email notifications for chat messages will not be sent if you are actively logged in. Instead, check for on-site indicators like the red dot beside the chat button.
If you're not receiving emails, check your spam folder or confirm the studio email address on file is correct under Account Settings. If you are actively logged into Groovio, email notifications for chat messages will not be sent. Instead, the system uses on-site indicators, such as a red dot beside the chat button, to signal unread messages. Additionally, ensure that the relevant notification type is enabled in your account settings. If the recipient of the notification has disabled it on their end, they will not receive the email.
Additional Tips for Ensuring Notifications
Regularly review your notification settings to ensure they align with your preferences.
Educate recipients about enabling notifications on their end to avoid missed communications.
Monitor on-site indicators for real-time updates when actively logged in.