Automated Communication Flows

Canadian Elite Volleyball Academy — Development Update • April 8, 2026

Automated Communication Flows

What & Why

Strengthen the lifecycle email automation to close the remaining gaps in replacing Mailchimp. The platform already has registration confirmations, event reminders, post-event follow-ups, staff reminders, weekly digests, welcome emails, and absence milestones. This task adds the three missing automated flows: payment reminders for overdue installments, post-event evaluation summaries sent to parents, and seasonal re-enrollment nudges.

Done looks like

• Payment reminders: When a payment plan installment becomes overdue, the system automatically sends a friendly reminder email to the parent with the amount owed, event name, and a direct link to pay. A second reminder follows 7 days later if still unpaid. Admins can see which reminders were sent in the Communication Hub.
• Post-event evaluation summaries: When a coach completes evaluations for an event, parents of evaluated athletes automatically receive an email summarizing their child's ratings, coach notes (athlete-visible only), strengths, and areas for improvement, with links to the full athlete summary and Penny Coach.
• Seasonal re-enrollment nudges: Configurable time-based nudge emails sent to families who participated in the previous season but haven't registered for the upcoming one. Playbook-driven with admin-configurable timing (e.g., 30 days before season start, 14 days, 7 days).
• All three email types are logged via sendAndLog, appear in the Communication Hub's email log, and create corresponding in-app notifications.

Out of scope

• SMS/text message notifications
• Redesigning existing email templates
• Changes to the existing registration confirmation or event reminder flows
• Batch marketing email campaigns (handled by existing manual broadcast)

Relevant files

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Canadian Elite Volleyball Academy
elitevolleyball.training