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PlayaOS sends two kinds of email: transactional emails that fire automatically when something happens, and broadcasts that you send manually to a group of members. This page covers how each type works, how to preview and update email templates, and how to send targeted broadcasts.

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Transactional emails that fire automatically

These emails are triggered by admin actions or system events. You do not need to compose or send them manually.
The approval email includes a direct link to the Givebutter payment page. Once the member pays, Givebutter sends a webhook back to PlayaOS to automatically update their status.

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Automated document reminder sequences

When a required document hasn’t been signed, PlayaOS can send a series of reminders automatically. The sequence stages are: initial → 7-day reminder → 3-day reminder → 1-day reminder → overdue To see which members still have unsigned documents, go to Admin → Documents.

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Viewing sent email history

Navigate to Admin → Email → View History to see a log of all transactional emails sent by PlayaOS. Each entry shows:
  • The email type and subject
  • The recipient member
  • When it was sent
  • Whether it was opened and whether any link was clicked
Use the email history to verify that a specific member received their approval email or payment link. If delivery is missing, check the Audit Log for webhook or sending errors.

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Previewing email templates

Navigate to Admin → Email → View Templates to see a live preview of every email template.
1

Filter by category (optional)

Use the category buttons to narrow the list — categories include application, payment, shifts, and documents.
2

Select a template

Click any template in the left panel. A rendered preview loads in the right panel, showing the email exactly as recipients see it.
3

Edit in the template editor (optional)

For templates that support external editing, click Edit in template editor to open the template directly.

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How email content is managed

Email copy is managed in Storyblok, PlayaOS’s CMS. Each template has two layers:
  • Layout — the structural design of the email (header, footer, button styles). This is fixed per template.
  • Content — the subject line, body text, and CTA wording. This is editable in Storyblok.
To update the wording of any email, edit the corresponding story in Storyblok. Changes reflect in previews and live sends as soon as you publish. Templates marked Code-only in the template list have their copy defined outside the CMS and require a PlayaOS admin to update.

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Syncing email templates

If you’ve updated template content in Storyblok and want to push the latest version to the email sending service:
  1. Go to Admin → Email → View Templates.
  2. Click Sync Templates.
  3. A confirmation shows how many templates were created or updated.
Syncing overwrites the existing email template content with whatever is currently in Storyblok. Make sure your Storyblok content is correct before syncing.

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Sending a broadcast email

A broadcast is a one-off email you compose and send to a filtered group of members — for example, all members who haven’t paid yet, or everyone with a specific tag. Broadcast campaigns are managed through your camp’s email marketing tool (connected separately from PlayaOS). To send a broadcast:
  1. In Admin → Members, filter the list to the segment you want to target — by status, tag, payment state, or arrival date.
  2. Note the criteria and build a matching audience in your email marketing tool.
  3. Member contacts are kept in sync automatically as they move through the approval workflow.
The PlayaOS admin panel manages transactional emails only. For bulk campaigns and automated sequences, use your camp’s connected email marketing tool alongside PlayaOS.

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Checking the audit log for email events

Go to Admin → Audit to see a combined timeline of email sends and webhook events. This is useful for diagnosing delivery issues — for example, confirming that a payment confirmation webhook arrived and was processed successfully after a Givebutter transaction.