Every send is a record
SwimWin does not send an email and forget it. Every message is a row: who it was for, which message it was, when it went, and what the provider said happened to it afterwards — delivered, bounced, complained.
That ledger is the answer to "we never got it", which is otherwise an argument nobody can win. See A family says the email never arrived.
Emails carry your club's branding
Transactional mail is sent per club, with the club's name, colour and wordmark — not SwimWin's. A family gets mail from their club.
What sends today
- Application received — the receipt a family gets after using the join form, with a private link that reopens their application so they can change it before you decide.
- More information needed — when a registrar asks the family a question, the family gets it in the registrar's own words, with the link back to the form.
- Application approved — one email: they are in, what membership it is, and the one-time link to create their login. There is no separate invitation.
- Application declined — the family is told the club cannot accept the application at this time and invited to reply. The reason you recorded is never included — it is written for your file, not for the family. If you want them to know why, reply to them yourself.
- Household invitation — the link someone needs to join a family, sent when staff or a household admin uses Invite to household. It goes out in your club's branding and links to your club's own website. Two notices go with it: every other adult in that household is told when the invitation is sent, and again when it is accepted. See Households, guardians and caregivers.
- Waitlist offer — when a family is offered a place, every adult in the household is told what the place is, what it costs and the exact deadline, in your club's time zone. A family that joined the waitlist by name and email, without a household, gets the same email at the address they gave.
- Membership activated — when a membership becomes active, the household's adults are told what it covers. Memberships you import are not announced.
- Membership lapsed — when the daily dues check lapses a membership for unpaid dues, the household's adults are told which invoice it was, what is owed, and that paying does not by itself bring the membership back.
- Pay link — sent when the treasurer presses Email a pay link on a family's statement, to adults with Gets billing email on.
- Waiver needed — when you publish a waiver (or a new version that needs signing again), every household with a membership this season that has not signed it is told who still needs to sign, with a link to sign it.
- Payment receipt and payment failed — to the household's adults who have Gets billing email switched on. It is on for whoever pays the bills unless somebody turned it off, so a family that hears nothing about money should check who is marked as paying.
- Waitlist reminder — a nudge the day before an offer closes, once, to a household that has not answered.
- Waitlist expiry — the place has moved on to the next family (or the season ended). Both are sent by the hourly waitlist job.
One caveat on the invitation: it is not yet in the delivery ledger below. It carries a one-time sign-in link, and the ledger keeps every message's contents for good, so the link would outlive its purpose there. If an invitation did not arrive, send a new one — that withdraws the old link.
Broadcasts are a different thing
Club-wide and per-squad announcements — the "practice is cancelled" message
sent to a chosen group — are a separate capability (send_broadcasts, held by
the owner, club admin and head coach) and are coming soon. The delivery
ledger was deliberately built first so that broadcasts inherit it rather than
inventing a second one.
For something urgent today, a site alert is the tool that exists: one banner, everybody who opens anything.
SMS
The plumbing is there for a second channel. Nothing sends over it yet.