One of the essential things in your space is to keep your members informed. We have automated the most common transactional emails to help alleviate the workload surrounding critical actions such as membership confirmation, invoicing, and more.

You can also use Cobot to email your members directly about things like holiday hours or new events.

This guide will cover:

  1. Automated Emails

    1. Available Templates

    2. Editing Templates

  2. Sending Free-Form Emails From Cobot

    1. Emailing Individuals

    2. Emailing Groups

    3. Sending Newsletters

  3. Reminder Emails

  4. Sending Invoices by Email

Automated Emails

Cobot sends out various automated emails to your members when a specific action takes place.

Available Templates

Edit and customize the following templates under Customize » Emails:

Membership Confirmation

Sent to member after admin confirms them, or if they have signed up successfully.

New Invoice

Sent to member whenever a new invoice is sent.

(Automated) Payment Failed

Sent to member after an automated invoice payment has failed once or twice.

(Automated) Payment Permanently Failed

Sent to member after an automated invoice payment has failed three times (we stop trying after that).

Membership Payment Pending Authentication

Sent to member when membership payment is pending authentication.

Birthday Notification

Sent to your member on their birthday. This will only be sent if the corresponding feature switch (under Customize » Features » Other) has been activated.

Comment on Help Desk Issue

Sent to admin when a member leaves a comment on the help desk.

Connect Membership to User Account

Sent when admin manually invites a member to connect to their member portal.

Community Profile Updated

Sent to the member when an admin updates their Community Profile.

Community Profile Published

Sent to the member when an admin publishes their Community Profile.

Community Profile Set to Private

Sent to the member when an admin sets their Community Profile to private.

New External Booking

Sent to the visitor when they make a new booking via the Public Visitor Portal.

Cancel External Booking Confirmation

Sent to the visitor when a cancellation of their booking has been requested by themselves or 3rd party.

External Booking Canceled by Admin

Sent to the visitor when their External Booking has been canceled by an admin.

(External) Booking Changed by Admin

Sent to the visitor if an admin changes their External Booking.

External Booking Canceled by Visitor

Sent to the visitor after they cancel their external booking.

(External) Booking Reminder

Sent to the visitor 24 hours before their booking takes place.

Editing Templates

You can edit each email and add basic customizations by highlighting the word. You can bold, italicize, underline, add hyperlinks, heading2, heading3 and add quotations:

Each template pulls key information from Cobot with simple ”short-code” programming (listed underneath each email template box). Words surrounded by {{curly braces}} are replaced with data from Cobot and the member profile.

For example:

The placeholder {{first_name}} will be automatically replaced with the first name of the member receiving this email. If you delete these short-codes, then Cobot will not pull this data.

Text surrounded by {{#condition}}like this{{/condition}} is only displayed if the condition is true. {{^condition}}don’t show this{{/condition}} does the opposite.

Example 1:

The invoice number is {{number}} results in: The invoice number is 123.

Example 2:

The invoice {{#paid}}has been paid{{/paid}}{{^paid}}has not been paid{{/paid}} results in The invoice has been paid if paid is true; otherwise, The invoice has not been paid.

A complete list of all available placeholders per email type is available under each text box.

Sending Freeform-Emails From Cobot

Cobot's built-in email feature is designed for short, transactional emails. These are emails written for a specific person or group of people on a non-recurring basis. Cobot is not meant for Newsletters or longer format emails.

What is allowed

What is not allowed

  • Personalized welcome emails & Notifications

    e.g. for mail/package delivery, guests, billing adjustments, etc.

  • Newsletters

  • Cobot-related communication

    e.g. plan updates, changing prices of resources, etc.

  • Marketing emails sent to many people at once

How To Send Emails to Individuals

There are a few ways to send messages to individuals:

  1. Message members individually

  2. Message members by search

Regardless of how you send messages, Cobot will email the member direct and post the message to their activity feed in their member portal. You can see a history of their messages from within their member profile and under Manage » Messages.

Message members individually

Go to Manage » Members » Click on member name to go to their Member Profile and click on Send Message.

Message members by search

Under Manage » Messages » New Message you will find an empty email field where you can search member names to send either individual or group emails.

How To Send Group Emails

Email an entire member list, such as everyone on your 'Canceled Members' list, or use the 'Search' filter to create a specific email list. Search with things like the name of a plan, company, or confirmation status.

1. Go to Manage » Members and type something in the search field.

2. Click Bulk Actions » Send Message to List. The number beside the 'Send Message to List' button will adjust based on your filtering.

3. You will be forwarded to the email composer. Remove any extra email addresses' by clicking the x next to the member name. Highlight the text to see formatting options.

  • All members and admins included in an email will be on bcc. This means the other members will not see who else has received the email, nor will anyone receive a response except for the original sender/admin.

  • If you see an error message like "Can't send emails to...," it means that Cobot tried to send an email to that address but received an error. After the problem is fixed, we will need to enable your address again manually, so please contact support.

4. When your email is ready, click the Send Email button!


  • Cobot will post all emails to that member's activity feed in their member portal. You can see a history of their messages from within their member profile and under Manage » Messages.

Sending Newsletters

Cobot is not meant for Newsletters or longer format emails. We recommend Mailchimp or a similar service for sending newsletters and other marketing materials. Newsletter apps make sure your emails get delivered, plus they allow you to track the success of your email campaigns.

Check out our Mailchimp add-on under Add-ons » Mailchimp Newsletters. When active, it immediately adds your members to your MailChimp mailing list.

Check out this guide for more details. Or, check out Zapier to connect Cobot to another Newsletter app.

Reminder Emails

If you want to send your members reminder emails, you can do this with the 'Reminders' add-on. Check out this guide for more details.

Reminder emails are helpful if you want to notify your members that their invoice is due in x number of days.

Sending Invoices by Email

Cobot automates the task of invoicing your coworkers for their membership, booked resources, extra time passes, and other types of charges. When enabled, all members receive an email with their detailed invoice at the end of their billing periods.

By default, this feature is not active. To auto-send members invoices, go to Setup » Invoice Settings » Check the 'Send invoices by email' box » save.

For more on invoice settings, check out this guide.

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