Email marketing Guide
Why it matters
The easiest registration is often from a family who already knows your organization. Email is one of the most effective ways to encourage repeat registrations. Unlike social media, your email reaches people who have already shown interest in what you offer.
How to design an effective email
You don't need to be a designer to create professional-looking emails. Many email marketing platforms (such as Mailchimp, MailerLite or Brevo) include ready-to-use templates that you can customize with your logo, colors, photos, and registration links.
If you don't use an email marketing platform, some email providers, such as Gmail, also offer customizable email layouts for Workspace plans. Otherwise, you can also try Canva Emails to put together a template and export it into Gmail or Outlook.
Choose the tool that best fits your organization and budget.
Build your email list
Your best audience is made up of families who have already interacted with your organization.
Previous participants
Export a list of participants from Guildara.
- Navigate to Participants.
- Edit the table to include Customer Name and Customer Email.
- Click Export CSV for the current view.
Want to send a more targeted email? Filter the participant list by activity before exporting. For example, send information about advanced piano lessons only to families whose children previously attended beginner piano classes.
Families who joined your waitlist
Families who joined a waitlist were interested in your programs, even if they couldn't register.
To export a waitlist:
- Navigate to Schedules.
- Open the schedule's waitlist.
- Click Export CSV.
Import the exported file into your email marketing tool to notify those families when new registrations open.
Invite participants to join your newsletter
Every season, look for opportunities to grow your email list by adding a newsletter sign-up form to your website.
What emails should you send?
You don't need to send an email every week. A few well-timed emails can make a big difference.
Some ideas include:
- Registration is open: Let families know they can sign up.
- Registration closes soon: Create urgency before spots fill or registration ends.
- Monthly newsletter: Share upcoming programs, important dates, and highlights from recent activities to stay connected with your community.
Guildara follows a similar approach by sending regular emails featuring activities from many different providers. Your emails can be even more effective because they're focused entirely on your organization, your instructors, and your programs.
Best practices
✓ Keep emails short and easy to scan.
✓ Include one clear call to action.
✓ Add a Register Now button that links directly to Guildara.
✓ Use real photos from your programs whenever possible.
✓ Send reminders before registration closes.
Common mistakes
✗ Sending emails too often.
✗ Writing long newsletters with too many topics.
✗ Forgetting to include a registration link.
