Set up your welcome email
What to put in the email every new family gets, which PDFs to attach, and how to see it before families do.
Updated November 2, 2026
Your welcome email goes to every new family the moment their child's membership is saved. It is the first thing they get from you, so keep it short and practical: what to bring, when to arrive, and the three things to do before the first class.
Before you start
Have these ready as PDFs (each under 8 MB):
- Family handbook: attendance and make-up classes, how to freeze or cancel, how billing works (including any card or bank fee you charge), photo policy and dojo etiquette.
- Belt and curriculum guide for the program: what they learn at each rank and how promotions work.
- Uniform and gear guide: sizes, what to buy and when.
Two or three files is plenty. Families read short emails; a long list of attachments gets skipped.
QuickKicks has printable parent guides you can attach too, so you don't have to write your own app instructions: "Joining your school", "Adding a card" and "Your billing page" at quickkicks.app/learn.
Set it up
- Go to Admin > Settings > Members & enrollment > Welcome packets and click New packet.
- Packet name: an internal label, for example "New student welcome".
- Email subject: for example "Welcome to {{schoolName}}!"
- Welcome email: write the email (a template you can copy is below). Use Insert field to add the family's details, so each family sees their own name, program and price.
- Attach files: click Upload a file, choose your PDF, give it a name and click Upload and attach. Do this for each file. They are saved in your Documents library too.
- Also send a waiver to sign: leave this off if you send new families the family setup link, which already asks for the waiver. Turn it on only if families don't get that link.
- Make sure the packet is Active and click Create packet.
A welcome email you can copy
> Hi {{firstName}}, > > Welcome to {{schoolName}}! We're excited to have {{studentFirstName}} training with us. > > Your first class > Check the schedule in the QuickKicks app for class times. Please arrive 10 minutes early. Until the uniform arrives, wear a t-shirt and athletic pants (we train barefoot), bring a water bottle, and leave jewelry at home. > > Get set up (about 5 minutes) > 1. Download the QuickKicks app and sign in. > 2. Sign the waiver. > 3. Add a card for tuition. > > {{tuitionSummary}} > > The family handbook, belt guide and uniform guide are attached. > > Questions? Call or text us anytime. > > See you on the mat!
The fields: {{firstName}} is the parent's first name, {{studentFirstName}} the child's, {{schoolName}} your school. {{tuitionSummary}} writes out the program, the price, the start date and any fees for that family, including the card fee if you charge one. {{programName}}, {{tuition}}, {{startDate}}, {{enrollmentFee}} and {{fees}} are there if you'd rather write that part yourself.
See it before families do
Open any membership (yours, a test student's or a real family's), click Actions > Send welcome email and choose Send me a test copy. It comes to your own email, filled in for that family exactly as they would get it, with the PDFs attached. The family gets nothing.
Send it again
A family lost it, or you changed the packet? Open their membership, click Actions > Send welcome email and choose Send to the family. Tick Also send the waiver request only if they still need to sign.
Good to know
- It goes out once per new membership, automatically, to the account holder who pays.
- Keep each file under 8 MB. A bigger file is sent as a download link instead, or left out if it can't be shared that way.
- Changing the packet changes what future families get. Families who already enrolled keep the email they got.
- This is different from the family setup email, which carries the link where a family signs the waiver, adds a card and creates their app login. Most schools send both: the setup link to get them ready, and the welcome email to greet them.