Send an Email
- Sign in to your ActivityHero account.
- Hover over Communication and select Send Email.
- Click Compose to start a new email.
If you have admin or manager access, you can send both Session Updates and Marketing Emails. Other roles may only send Session Updates.
To email a single participant, use the "Message Participant" option instead. For more details, see our help article on direct messaging.
Session Updates
Use Session Update emails to share important information with participants registered for specific sessions. These may include:
- Camp or class location updates
- Reminders about what to bring
- Other session-specific details
Note: Do not use Session Updates for promotional or marketing content.
To announce new classes, sales, or promotions, send a Marketing Email instead. Explained below.
Who Receives Session Updates?
Session Update emails are sent to all contacts listed in the registration, including:
- The account holder
- Contact 1
- Contact 2 (if available)
Marketing Emails
Use Marketing Emails to share general promotional content, such as:
- New sessions or classes
- Upcoming sales
- Private promo codes
- Seasonal announcements
These emails are ideal for reaching a broader audience interested in your programs.
Who Receives Marketing Emails?
Marketing Emails are sent only to subscribed users, which may include:
- Past customers
- Users who opted in via your business page
- Anyone who requested information about your activities
Note: Contacts listed on a session registration (e.g., Contact 1 or 2) will not receive Marketing Emails unless they are subscribed.
Composing an Email
Create a New Email
- Click Compose in the top right, then choose either Session Update Email or Marketing Email from the pop-up.
- Click Compose to begin filtering sessions.
Filter and Select Participants
Use the Select Users screen to filter sessions by:
- Date
- Activity
- Location
- Meeting date
Use the search bar to find students by name.
Click Apply Filters to see the filtered list of participants.
Once filtered:
- Use "Select All" or check boxes to choose participants individually.
- Emails are sent to all addresses on each participant’s registration.
- Team members appear at the bottom—select who should receive a copy.
Click Select & Continue to confirm recipients.
Draft Your Email
- Use HTML formatting (colors, links, images — pasted or linked).
- Add attachments (max size: 10 MB) using the paperclip icon.
- Insert dynamic fields using double curly brackets ():
- PARTICIPANT_FIRST_NAME
- PARTICIPANT_LAST_NAME
- PARENT1_FIRST_NAME
- PARENT1_LAST_NAME
- ACCOUNT_HOLDER_FIRST_NAME
- ACCOUNT_HOLDER_LAST_NAME
Send or Save
Send Email
Click Send Email to see delivery options.
- Send Preview Email - Send a test email to yourself
- Send Now - Send the email immediately
- Send Later - Select your preferred date and time to send
Save as Template
To reuse the email later, check "Save as New Template" before sending.
Templates
If you send similar emails regularly, save time by creating and reusing templates.
Access Saved Templates- Templates are stored alongside previously sent emails (Session Updates and Marketing Emails).
- Find them in the left sidebar under "Saved Templates", where you can create, edit, or delete templates.
- In the left menu, go to Saved Templates → New Template.
- Give your template a name and draft the email as you would normally.
- Click Save when you're done.
Create a Template from a Sent Email
You can also turn a previously sent email into a template:
- In the left sidebar, select Session Update Emails or Marketing Emails.
- Scroll to the email you want to reuse and click See Details.
Emails sent before February 14, 2020, will appear in the Marketing Emails list.
- Check "Make This Email a Template".
- A box will appear — enter a unique name and click Save.
Important: If you're saving a template from an email sent before February 14, 2020, check for a footer message. If present, delete it and click "Update" to save your changes.