Who this is for: studio operators (admin panel) · Product: Podyx V2

The Notifications tab is your email automation center. Podyx already sends the essential emails, and on top of those you can build your own, so the follow-up you keep meaning to send actually goes out every time.

Watch the Studio Settings walkthrough

Studio Settings → Notifications

Podyx sends emails automatically for the key moments, including when a booking is created, cancelled or rescheduled, and when a purchase is made. Every one of these templates is editable, so they sound like you rather than like software.

When the guest is coming for a studio tour, the invitation, reschedule and cancellation emails say "studio tour" rather than "session", so nobody is written to about a session they never booked. Anything you have customised still wins — if you have rewritten the template, your wording goes out as written. See Studio Tour.

Booking emails name the rate each session was charged at — for example Recording (Half day). The rate is named in the CMS, named at checkout, and now named in the client's email, so there is no point in the trail where the client sees a figure without the name attached to it. See Base Services for day rates.

The add-on purchase confirmation links straight through to the booking — View My Bookings — and its preview no longer shows a payment button for an add-on that has already been paid for.

Email previews show the client's booking form answers under Additional details, exactly as the delivered emails do.

💡 The preview is now an accurate rehearsal of what the client receives. What you check is what they get, so a quick look before you save is worth something again.

You can rewrite what every system email says, but not who it goes to. Templates have no recipient field, so you cannot add a producer, an engineer or any other address to Booking created or to any other notification.

If someone else needs to hear about every new booking, there are two ways to get it to them:

💡 A forwarding rule is the quickest fix and works on every plan. Zapier is worth it when the person needs only some bookings — one room, one service — since a Zap can filter before it sends.

When you extend the deadline on a payment link, you can choose to email the customer the new deadline at the same time. It is an option on the extension, not something that happens on its own, so tick it when you want the customer told.

The template sits with the others under Studio Settings → Notifications and is editable like any system email.

💡 If you are extending a deadline because a client asked for more time, send it. A dated confirmation in their inbox is what stops the same conversation happening again next week.

A declined card no longer costs you the booking. When a client's card is declined on a payment link you sent, Podyx runs a short sequence of three emails:

Each of the three has its own on/off switch in Studio Settings → Notifications, so you can run the whole sequence, or just the first email, or just the alert to yourself.

The delay before the follow-up email is configurable from 5 minutes to 7 days, and defaults to 15 minutes.

💡 Choosing the delay is the real decision here. Too short and you are nagging someone who is already digging out another card. Too long and you lose the moment while they still remember booking. Fifteen minutes suits most studios; stretch it out if your clients tend to book well in advance and are not sitting at checkout when the decline happens.

For what happens to the booking itself when a card is declined — the slot and the deadline are kept, and the client can pay with another card — see Admin Bookings & Pay Later.

Reschedule emails now show the previous session as a start–end time range, the same way the new session is shown, instead of only its start time. Both halves of the change read the same way, so there is less room for a customer to misread which slot moved.

Editing a booked session emails the client an update, and that email describes only what actually changed.

When an edit costs more and has already been paid for, the Booking details updated email states what paid for it — wallet credits, the card, or both.

💡 That line is the answer to "what was I charged for that change". The client already has it in writing, so you can point them back at the email instead of opening the booking and working it out yourself.

Emails go out in your studio's own language, subject lines included. There is nothing to switch on — it follows the language already set in Studio Settings → General.

Fully translated into:

💡 Anything you have customised still wins. If you have rewritten a template in the panel, your wording is used as-is — translation only fills in where you have not written your own.

Hebrew emails render right to left, and the Hebrew booking site lays out correctly at checkout. Russian field labels on checkout and "Add guest" display properly. Across every language, the booking site now shows real copy rather than raw internal labels in places it previously slipped through — payment-failed and declined statuses, the promo-code confirmation, and checkout summary lines.

When a session is cancelled, the invite is always withdrawn from the customer's calendar — including at studios that had cancellation emails switched off.

⚠️ If your studio had cancellation emails turned off, your customers now receive one. This is a permanent change and there is no setting to go back. A cancelled session and a customer who still has it in their diary was the worse outcome, so cancellation is now always communicated.

When a client cancels one session of a multi-session booking, the email says the other sessions stay booked. Before, a client cancelling a single date could reasonably read it as though the whole booking had gone — and then call you to find out.

The template is editable like any other system email, so if this is new for your studio, it is worth reading what currently goes out and putting it in your own words.

On top of the system emails you can create four custom types:

💡 Pair a re-engagement email with a promo code. A discount that arrives on its own, three months after someone's last booking, is one of the cheapest ways to restart a relationship you had already written off.

The subscription cancellation confirmation email is editable. It sits in the notification list alongside the other subscription emails, so you can open it and put it in your own words like any other template.

💡 It is a small email, but it is the last thing a leaving client reads from you. A line that thanks them and leaves the door open costs nothing and reads very differently from a bare system confirmation.

There is a reminder type for unpaid payment links: N days before the payment link expires, under your reminder settings. You choose how many days ahead it goes out.

⚠️ Nothing is sent until you create one. This reminder is opt-in. If you have not set it up, no one is being chased about an unpaid link — however reasonable it is to assume otherwise. Check your reminder settings before you rely on it.

Once created, it works like your other reminders: editable wording, sent automatically, no follow-up needed from you.

Edit the system emails so they sound like your studio, then set up the reminder, follow-up and re-engagement emails. Those three alone will cut no-shows and bring back clients you would otherwise lose, with no ongoing effort from you. Templates control the wording, not the recipients: the client gets their copy and your studio gets its copy at the studio email in Studio Settings → General, so to keep a producer or anyone else in the loop, forward from that inbox or build a Zapier Zap on the Premium plan. Emails send in your studio's set language automatically, and anything you have customised keeps your wording. Note that cancellation emails now always go out, even if you previously had them switched off, and that cancelling one session of a multi-session booking says plainly that the other sessions stay booked. Tour guests are written to about a studio tour rather than a session. Booking emails name the rate each session was charged at, such as Recording (Half day), so the name follows the figure all the way from the CMS to the client's inbox. The add-on purchase confirmation links through to the booking, and email previews show the client's booking form answers and drop the payment button for an add-on already paid for — so a preview now matches what is delivered. When you extend a payment link's deadline you can email the customer the new date, and reschedule emails now show the previous session as a full start–end range. Edit emails only mention a new time when the time really moved, skip invoices at cash studios in favour of the difference to pay on site, and say what paid for a more expensive change — wallet credits, the card, or both. A declined card on a payment link triggers three emails — one to the client immediately, one to the client after a delay you set between 5 minutes and 7 days (15 minutes by default), and an alert to you if the card is declined again — each switchable on its own under Studio Settings → Notifications. The subscription cancellation confirmation is editable too, and worth rewriting since it is the last thing a leaving client reads. Payment-link expiry reminders, though, send nothing until you create one — so set that up if you expect unpaid links to be chased.

Related: Admin Bookings & Pay Later · Promo Codes · Branding Your Booking Page · Subscriptions · Clients · Sessions · Studio Tour · Base Services · Studio Profile & General · Zapier & API Integrations