Messages & Inbox
Communicate with parents through broadcast messages and handle incoming emails through the smart inbox.
Sending messages
Click Inbox in the sidebar, then Compose. The Who gets this? panel sits beside the message on a computer, and opens as a sheet on a phone.
- Message type — Essential club info (session changes, payments, attendance) reaches every family on your lists. Marketing only reaches families who have opted in to marketing.
- Who gets this? — Build the audience from one or more lists. Add a list from Everyone, Teams, Sessions or People. The bar at the bottom shows how many athletes and families the message will reach.
- Subject — The email subject line
- Message — The body of the email
- AI draft, Tag, Polish and Preview — Describe what you want to say and the AI drafts it, insert a smart tag that fills in each family's details, tidy your wording, or preview the message before it goes.
- Options — Choose Normal priority, High priority or Urgent, and switch Parents can reply to your inbox and Also email athletes who have their own address on or off.
Click Send when you are happy. Compose has no template picker and no send-later option.
If your role can send club-wide messages, a Mass email button appears next to Compose and opens a full-screen version for larger sends.
Sent messages
Switch from Received to Sent at the top of the Inbox to see what you have sent. Each message shows its recipients and how many have read it (for example 3/5 read), which counts a family as having read it once they open it in their Messages page in Kolva Club. Open a message to see who it was sent to and whether each email was delivered. Emails that bounced, failed or were marked as spam are flagged with the reason, so you can follow those families up another way.
Inbox
The Received view collects replies and incoming emails from parents. Each conversation is threaded by parent and their athletes. Use the Inbox, All and Done chips to switch between conversations that need you, every conversation, and the ones you have filed.
When the AI inbox assistant is on, the AI reads incoming emails and parent messages and works out what they are about — a payment question, an absence, a general enquiry — so you can see at a glance what a family needs.
AI-suggested replies
With the AI inbox assistant on, the AI can suggest a reply to a conversation in three tones: Quick, Professional and Empathetic. Pick the one that suits, and edit it if you want to before you send it. The AI draft button in the reply box writes a first draft for you in the same way.
Switching the AI inbox assistant off
The assistant is on by default. To turn it off, click Settings in the sidebar, open the General tab and switch off AI inbox assistant under Sign-ups & communications. Messages from families still arrive in your inbox as normal and you are still notified, and each one waits for you to read and answer. Nothing a parent writes is sent to the AI, so there are no topic labels, no suggested replies and no automatic filing of thank-you messages, and the AI draft button tells you the assistant is switched off. Anything the AI had already suggested on older conversations stays where it is. Messages that may raise a safeguarding concern are still picked out by the same keyword check and kept in the restricted safeguarding queue, whether the assistant is on or off.
Email templates
Email templates are not part of Compose. They control the wording of the automated emails Kolva Club sends for you, such as onboarding, payment reminders and welcome emails. To change one, click Settings in the sidebar, open the Email Templates tab and edit a template or click New Template. The same tab has the Make all emails repliable switch, which sends replies to automated emails to your inbox rather than nowhere.
See the Email Templates guide for setup.
Archiving
Click Archive on a conversation once it is resolved, or No reply needed if it does not need an answer. Either way it moves to Done. Click Reopen to bring it back.