Enquiries
Enquiries by email
Replies to the emails your school sends about an enquiry come back onto that enquiry, in the Inbox. Email never creates an enquiry by itself: mail from anyone else waits for a colleague.
ForSchool ownerSales staff
How email works
Email works from your first day, with nothing to set up. Until you connect your own mail server, it goes out through YogaTribex's.
You email
From the Inbox, or an automatic message.
They reply
From their own mail.
Filed
On that enquiry, in the Inbox.
Told
The colleague who holds it.
Each email about an enquiry carries a hidden reference. When the student replies, the reference brings the reply back to that enquiry.
Setup › Email settings decides how email is sent and where replies come back. The Owner and the Config Manager can open it.
Send from your own address
Connect your own mail server if students should see email come from your school's address. Your email provider gives you the details.
Step 1: Fill in your server
Open Setup › Email settings. Under Your SMTP server, fill in the Host, Port, Encryption, Username and Password.
Step 2: Say who it is from
Enter the From address students will see, and a From name if you like.
Step 3: Save and test
Click Save, then Send test message in the box that opens. The test goes to the email you sign in with.
Your server then carries booking updates, reminders and replies, never marketing. The Dashboard's Integrations card shows Email (SMTP) as Connected.
To go back to YogaTribex's server, click Disconnect — use the platform default.
Where replies come back
By default, replies come to a reply address YogaTribex gives your school, shown under Your school's reply address. There is nothing to set up, and it is meant for replies only.
You can have replies come to your own mailbox instead. They still land on the enquiry.
Step 1: Fill in your mailbox
Under Where replies come back, fill in the Host, Port, Encryption, Username and Password your provider gives for IMAP.
Step 2: Choose the folder
Folder is usually INBOX. Use a folder of its own if the mailbox also receives other mail.
Step 3: Save and test
Click Save, then Test the connection. It says whether unread mail is waiting in the folder.
The mailbox is read every minute. Each unread email is filed and marked as read, so mark a reply unread if someone opened it first.
When a student replies
A reply to an email your school sent about an enquiry lands on that enquiry. It is in the Inbox, on their Email tab, with any files attached.
Email from an address already saved on one of your enquiries lands there too. If the sender cannot be confirmed, it waits as Unknown sender instead.
The colleague who holds the enquiry is told: the bell shows, for example, Priya replied by email. If nobody holds it, everyone who can see enquiries is told.
A closed conversation opens again when they write. Answering is covered in Inbox replies.
Email from anyone else
Email from an address on none of your enquiries never becomes an enquiry by itself. It waits in the Inbox under the sender's name, with an Unknown sender badge.
No bell rings for it, so look in the Inbox. Newsletters, automatic replies and bounced mail are kept, but not listed.
Step 1: Read it
Open the row. Every email from that sender is listed, oldest first, with its attachments.
Step 2: Link it, if they enquired before
Open the ⋮ menu and choose Link with enquiry. Find their enquiry, compare the two, and click Yes, link them.
Step 3: Or make a new enquiry
If they are new, choose New enquiry from the ⋮ menu instead.
Step 4: Or dismiss it
If it needs no enquiry, choose Dismiss, then Dismiss again. It comes back if they write again.
Linking moves their emails onto the enquiry. If it had no email address, theirs is saved on it, so their next emails arrive there by themselves.
New enquiry uses their name and email. Its source is Other, its status New, and it is assigned to you. No thank-you email is sent.
By default, the Owner and Sales can link, make enquiries and dismiss. A Viewer can only read.
