Email lesson reminder workflows
Email lesson reminder workflows help you send polished, timely reminders to families before a lesson begins. They are one of the most useful automation tools in Cadence Calendar because they reduce missed appointments, strengthen communication, and save staff time.
These workflows are designed for teachers and studios that want to remind families about upcoming lessons without manually composing and sending each message.
What this workflow does
An email lesson reminder workflow sends an email automatically before a scheduled lesson starts. The reminder is based on a timing rule you choose, such as 24 hours before the lesson, 2 hours before the lesson, or another interval that makes sense for your practice.
The system uses the lesson as the anchor event. When the timing threshold is reached, Cadence Calendar sends the message to the recipients you selected.
Why this workflow is valuable
Email lesson reminders provide several benefits:
- Fewer no-shows: families are reminded in advance and are more likely to attend.
- Better communication: families receive a clear, professional reminder without needing a manual follow-up.
- Less administrative work: you do not need to send reminders one by one.
- More consistency: every family receives the same type of reminder on a predictable schedule.
- Stronger client experience: reminders feel organized and professional.
This is especially helpful if you manage a busy teaching schedule, multiple students, or a studio with many recurring lessons.
When to use this workflow
Use an email lesson reminder workflow when:
- you want to remind families about an upcoming lesson
- you want to reduce missed appointments
- your lessons repeat regularly and you want the same reminder process every time
- you want a written reminder that can include more context than a text message
Email reminders are best when the message should be a little more detailed and polished than a quick SMS.
How to create an email lesson reminder workflow
Follow these steps in Cadence Calendar:
Open Workflows
- In the main navigation, go to Workflows.
- Click Add Workflow.
Choose the workflow type
- Select Email lesson reminder.
- This tells Cadence Calendar that the workflow should be based on an upcoming lesson and should send an email.
Name the workflow
- Give the workflow a clear name such as "Lesson reminder 24 hours before" or "Weekly lesson reminder".
- A descriptive name makes it easier to manage multiple workflows over time.
Set the timing
- Choose the timing direction.
- For lesson reminders, the timing direction is typically before the lesson starts.
- Select the duration type and duration value.
- Example: choose Hours and enter 24 for a reminder that goes out one day before the lesson.
Configure the email content
- Enter a subject line.
- Write the email body.
- Choose the sender email address.
- Make sure the message is clear, friendly, and specific.
Choose recipients
- Select who should receive the message.
- You can choose primary contact, secondary contact, or student.
- If you want the reminder to go to the main adult responsible for the account, choose the primary contact.
Select target accounts
- Choose the accounts that should receive this workflow.
- This is important because it controls exactly who receives the reminder.
Save the workflow
- Review the details and save the workflow.
- Once saved, Cadence Calendar will begin applying the reminder automatically based on your timing settings.
What each field means
Subject
The subject line should be short, readable, and relevant. It should clearly tell the recipient what the email is about.
Body
The body should include the key details the family needs. This can include:
- the lesson date
- the lesson time
- a reminder to arrive on time
- any location or conference details
- a friendly note that the reminder is automatic
A good reminder email is simple, practical, and helpful.
From email
This is the email address that appears as the sender. Use an address families recognize and trust.
Recipients
Choose the contact roles that should receive the message. Many studios send reminders to the primary contact, while others include the student as well.
Target accounts
These determine which families or student accounts the reminder applies to. Only the selected accounts will receive the message.
Best practices
- Keep the message concise and easy to scan.
- Include the most important details first.
- Use a warm, professional tone.
- Avoid overly long emails.
- Personalize the message where possible.
- Review the reminder regularly so it stays accurate.
Example use cases
- Remind families 24 hours before a lesson.
- Send a reminder before a weekend lesson.
- Notify families of a special lesson or makeup session.
- Build a routine reminder process for recurring students.
Summary
Email lesson reminder workflows are a practical way to make your scheduling communication more reliable. They combine timing, content, and audience targeting into an automated system that saves time and helps reduce missed lessons.
