What a guest is told, and asked to agree to, about the supplies that arrive before their event. One point per line — blank lines are dropped, and the order you write them in is the order they are read in.
Each set saves on its own, so changing the kit wording cannot disturb the cooking wording. Like every other admin change these are held back until somebody presses Save changes in the bar at the top of this page.
Which set a guest reads is chosen on the event, not here — Events → What we send them. An event that has never been asked shows the Cooking Workshops set.
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The briefing each person gets once an event is settled enough to describe — what to have ready, when to be there, and what the client has asked for. Three briefings, because they are three different jobs: the chef's brief is not the organizer's, and neither is a runbook for the room. An event in a room sends the in-person versions of the instructor's and the organizer's instead, and each event helper a brief of their own. The Participants summary is the fourth: the guests' own copy — when, the join link, what is on its way to them — one email to each person on the guest list, with an in-person version of its own for a guest list in a room. A hybrid gets the in-person letters, plus what is delivered to the people joining from home. Plus the Kick Off Email — the first email the client gets, with a kick-off call to book, their sign-in and the link their team uses to send delivery addresses.
Send them from Events → the gold Kick Off Email, or Brief instructor, Brief organizer, Brief host and Brief participants in the Summary step on the tile of the event. Every button shows the finished email first and sends only when you press Send there. Each set saves on its own, and like every other admin change is held back until somebody presses Save changes at the top — wording that is only saved here is not yet what goes out. Sending reads the published wording.
The chef's and host's invites are different again: "you're on this, here's the date", with a calendar entry. They are sent from the same Summary step and their wording is not edited here.
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Each guest's letter carries their own character's profile, and every letter carries the Character Selection guide once one is here. The files stay in the site's own storage; nothing is shared by link. Upload the PDFs all at once — each is filed by its name: “Rockoly Character Profile - Samantha Smith.pdf” as Samantha Smith, and anything with “Character Selection” in its name as the guide. A file already here is replaced. Up to 3 MB each: shrink print-quality exports first.
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What the organizer of a virtual or hybrid event gets once it has run: the photos, the recording when there is one, the LinkedIn photos question, the review ask and the team link. The call with sales, the referral and the membership moved to the follow-up letter (2026-10-01) and ship off here — their switches below put any of them back. An in-person event gets the in-person version, the card under this one. Send it from Events → Thank organizer (step 8, Close out) on the tile. The pictures are the ones ticked in that dialog; the review link, the team link and the member-area links are put in by the sender, so there is nothing to type for them here. It comes from the event's planner, with events@rockoly.com copied and the planner blind-copied.
Held back until somebody presses Save changes at the top, like every other admin change. Sending reads the published wording.
A blank line starts a new paragraph. The planner can add a line of their own in the send dialog, under this.
Nothing is posted without a yes: the answer lands on the event, stamped with who gave it, and the Photos dialog says it beside the pictures.
Only in a letter sent once the room's cloud recording is ready, on an event with Client recording requested ticked; the link opens in one click. When the recording is ready only after this letter went, the organizer gets the link by itself, once.
{{sales}}
is whoever the call is with: the Sales name on the event when the staff list can
place it, otherwise the event's planner. With no booking page the button opens an email to that
person, with events@rockoly.com copied and the subject written for them. Paste an
https:// scheduling link (Zoho Bookings, Calendly, a Zoom Scheduler page) to send
every organizer there instead.
The amounts live in these words — change them here if the scheme changes. The button opens the referral email in their member area. Never write it as the organizer GIVING us $100; say who gets what, the referred team first.
Which of the two goes out is decided by the member record behind the organizer's email. Neither is sent when that record can't be read — better silence than pitching a membership to somebody who has one. No dollar figure here: the 5% is exact, a worked-out amount would be a promise.
Drawing the letter…
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What goes to the people who were at a virtual or hybrid event once it has run — an in-person event has no participants' email; its room is reached through the team link in the organizer's in-person letter. Edit it here; send it from Events → Thank participants (step 8, Close out) on the tile of an event that has already happened. The organizer gets their own letter — the card above. When the event has photos on its tile they go between the message and the stars, under the two lines below; an event with no photos gets the words only. It only goes where the organizer allows it: their member area's “Let us ask your participants for a review after the event” box, and each participant's own email tick on the address form.
The button and the stars go to that person's own review page on the site
({{reviewLink}}) — one link each, so what they write arrives attached to
the event. See the review
page as a guest sees it.
Like every other admin change this is held back until somebody presses Save changes in the bar at the top of this page — and an email that is only saved here is not yet the one that goes out. Sending reads the published wording, so an edit reaches an inbox after it is published and not before.
A blank line starts a new paragraph.
The button needs both halves — a label with no link, or a link with no label, is dropped rather than half-drawn. Open where it points
Google is not in this email at all — the review page offers it once somebody has written something, to everybody, whatever they rated. Asking only the happy ones is against Google's own rules for reviews.
Only in an email whose event has photos on its tile. With none, neither line is sent.
Participants gave their address for a delivery under “no marketing, ever”, so an offer can't go in their inbox. It is shown on their review page, after they have left a four- or five-star review — every rating is still kept and everybody is still offered Google. The button opens an introduction in their own email with events@rockoly.com copied, which is how the reward is traced back to them.
{{workshop}} is their event (“a team event” where it has
no name); the page signs it with the name they gave. The amounts are in these words — never write it
as them giving us money; say who gets what, the referred team first.
Click one to drop it where you were typing. An event that does not carry it falls back to something ordinary rather than leaving a hole.
Drawing the letter…
Open the sample review page and send a four- or five-star review to see it in place (nothing is saved).
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What a new invoice opens on — the rates, the deposit already taken, the memo above the lines, the terms under the totals and the descriptions the office bills with — and the reminder emailed to a client who has not paid. Used by Invoice and Invoice reminder on Events → Billing (step 5) and on the Events overview. An invoice already in Stripe keeps the wording it was made with.
Like every other admin change this is held back until somebody presses Save changes in the bar at the top of this page. The composer reads the published set, so a change reaches an invoice after it is published and not before.
A fee of 0 leaves the fee line off. “Due in” counts from the day the invoice is finalised — every recent invoice was due the next day.
{{pct}} is the rate above. Prints as
Offered in the composer as the credit line, and editable there for the event that took a different one.
Reads:
The template is the one made in Stripe (Settings → Billing → Invoices → Templates), by its name there — every invoice made here is drawn with it, as one made in the dashboard is when it is picked. The memo and terms above still take precedence over the template’s own. Whoever is listed beside it is emailed each time a draft is saved or its lines change, with a link to review it in Stripe; separate addresses with commas.
Offered in the composer's description box. A standard rate fills the price when that line is picked — leave it blank where the rate is agreed per event, as it is for tickets and delivery. A credit (the membership discount) is typed as a minus in the composer.
Sent by hand from Invoice reminder on a sent, unpaid invoice — from the event's planner, to the address Stripe billed, with the invoice's own Pay online button and a link to the PDF under it. Previewed before it goes, and Stripe is asked first so a client who has just paid is never chased.
These same boxes are on Event desk → Accounting, beside the list of unpaid invoices and the schedule that decides which of them is due a chase. One copy — whichever page you edit it on, it is this wording.
A blank line starts a new paragraph.
Both point at the invoice itself in Stripe — where they go is not a box, because a reminder whose button went anywhere else would be a reminder to pay somebody else.
Click one to drop it where you were typing. An invoice that does not carry it falls back to something ordinary rather than leaving a hole.
Drawing the letter…