4.5 KiB
Spanglish Website – Email System Specification
1. Purpose
This document defines all email communications sent by the Spanglish platform.
The goal is to provide clear, reliable communication without unnecessary automation or spam.
All emails must support event management, trust, and community growth.
2. Core Principles
- Bookings are only confirmed after payment
- No automatic reminders based on cron jobs
- No automatic cash reminders
- Follow-up emails are sent manually
- Event-specific communication must be possible
- Emails must be intentional and relevant
3. Booking Confirmation Policy
3.1 Payment Requirement
A booking is considered "Confirmed" only when:
- Card payment is verified, or
- Lightning payment is verified, or
- Cash payment is marked as received by staff
Unpaid cash reservations are not considered confirmed.
3.2 Confirmation Email
Sent only after payment is confirmed.
Trigger:
- Payment webhook (Card / Lightning)
- Manual admin confirmation (Cash)
Purpose:
- Official confirmation
- Proof of participation
4. Supported Email Types
4.1 Booking Confirmation (Automatic)
Sent when payment is confirmed.
Trigger:
- Payment verification
- Manual confirmation
Subject Example: Your Spanglish ticket is confirmed 🎉
Content includes:
- Event name
- Date and time
- Location and map
- Payment method
- Ticket ID
- Contact info
4.2 Payment Receipt (Automatic)
Sent for Card and Lightning payments.
Trigger:
- Payment provider webhook
Purpose:
- Financial confirmation
- Transparency
Content includes:
- Amount
- Method
- Reference ID
4.3 Event Update / Custom Message (Manual)
Sent manually by admin per event.
Trigger:
- Admin action
Purpose:
- Inform attendees about changes
- Share important information
- Handle exceptional situations
Examples:
- Location change
- Time change
- Special instructions
- Delays
- Guest speakers
Admin must be able to:
- Write custom subject
- Write custom body
- Select target event
- Preview before sending
4.4 Post-Event Follow-Up (Manual)
Sent manually after the event.
Trigger:
- Admin action
Purpose:
- Thank attendees
- Share photos
- Promote next event
- Build loyalty
This email is never automated.
5. Disabled / Unsupported Emails
The system must NOT send:
- Automatic cash payment reminders
- Automated event reminders
- Cron-based scheduled emails
- Repeated promotional spam
All non-critical communication is manual.
6. Admin Email Interface
6.1 Email Center
The admin dashboard must include an Email Center with:
- List of past emails
- Draft editor
- Template library
- Recipient selector
- Preview mode
- Send confirmation
6.2 Recipient Selection
Admins must be able to target:
- All attendees of an event
- Only confirmed attendees
- Only unpaid attendees
- Custom subsets
Selection must be explicit before sending.
7. Templates
7.1 Default Templates
System-provided templates:
- Booking confirmation
- Payment receipt
- Event update
- Follow-up
Templates are editable.
7.2 Custom Templates
Admins may create custom templates per event.
Templates support:
- Variables (name, event, date)
- Preview rendering
- Versioning
8. Sending Logic
8.1 Manual Sending
Most emails are sent manually from the admin panel.
The system must require:
- Explicit confirmation
- Recipient preview
- Final approval
8.2 Automatic Sending
Only the following emails may be automatic:
- Booking confirmation (after payment)
- Payment receipt
No other automatic emails are allowed.
9. Logging & Auditing
All email activity must be logged:
- Sender (admin)
- Recipients
- Subject
- Timestamp
- Event reference
- Delivery status
Logs are visible to admins.
10. Deliverability Requirements
- Use verified sender domain
- DKIM and SPF enabled
- Bounce handling
- Unsubscribe support
11. Design Rules
All emails must follow brand guidelines:
- White background
- Logo header
- Clean typography
- Mobile-friendly layout
- One main CTA
- No clutter
12. Future Extensions
Possible future additions:
- WhatsApp integration
- SMS notifications
- Smart segmentation
- Automated campaigns (opt-in only)
All future automation requires explicit approval.
13. Summary
The Spanglish email system prioritizes clarity, trust, and human control.
Only critical confirmations are automated.
All community and relationship communication remains manual and intentional.