Setting Up Communications
r4ptor sends email via Gmail and SMS via Twilio. Go to Admin → Integrations to configure everything on this page.
Comms starts in Test Mode — all messages are redirected to your test override address and phone, never to real students. Stay in Test Mode until you have confirmed delivery works, then switch it off.
Global
| Setting | What it does |
|---|---|
| Test Mode | When ON, all sends go to the Test Override addresses below instead of real student contacts. Toggle off only when ready to go live. |
| Master switch for email sending. Must be ON for any email to go out. | |
| SMS | Master switch for SMS sending. Must be ON for any SMS to go out. |
Test Overrides
| Field | What it does |
|---|---|
| Test Email Override | While Test Mode is ON, all emails are redirected here (e.g. your personal email). |
| Test Phone Override | While Test Mode is ON, all SMS messages are redirected here (e.g. your mobile). Enter in E.164 format: +447700900123. |
Leave both fields set during testing. Clear them only after you've switched Test Mode off and are ready to send to real contacts.
Attendance RAG Thresholds
Controls the colour coding applied to attendance percentages on class cards, student profiles and the SOW report.
| Colour | Meaning | Default threshold |
|---|---|---|
| 🟢 Green | Attendance is healthy | ≥ 80% |
| 🟡 Amber | Attendance needs attention | ≥ 65% |
| 🔴 Red | Attendance is a concern | Below amber threshold |
Green from (%) and Amber from (%) are editable. Red is automatic — anything below the amber threshold. Save each with the tick button next to it.
Email — Gmail Setup
r4ptor sends email through a dedicated Gmail account using an App Password (not your main Google password).
Step 1 — Create a Gmail App Password
- Log into a Gmail account dedicated to your club (e.g.
[email protected]) - Go to Google Account → Security
- Enable 2-Step Verification if not already on
- Search for App Passwords and create a new one — name it r4ptor
- Copy the 16-character password (you won't see it again)
Step 2 — Fill in the fields
| Field | Value |
|---|---|
| Email Sender Name | The name recipients see in their inbox — e.g. Prince Avenue Martial Arts |
| Gmail Address | The full Gmail address — e.g. [email protected] |
| Instructor BCC Email | Every live email is BCC'd here so the instructor has a record. Typically the same Gmail address. |
| Gmail App Password | The 16-character App Password from Step 1. Masked after entry. |
Save each field with the tick button next to it, then toggle Email ON in the Global section.
SMS — Twilio Setup
Twilio is a cloud communications platform that r4ptor uses to send SMS messages to students and parents. It's the industry-standard way for apps to send text messages — you pay per message sent, and your credentials stay private on your r4ptor instance.
Step 1 — Create a Twilio account
- Sign up at twilio.com
- From the Console Dashboard, copy your Account SID (starts
AC…) and Auth Token - Go to Phone Numbers → Manage → Active Numbers and note your Twilio number
- For a UK alphanumeric sender ID (e.g. MKF Prnc Av, max 11 characters): go to Messaging → Sender IDs and register it
New Twilio accounts start on a free trial. In trial mode, you can only send SMS to phone numbers you have explicitly verified in your Twilio Console (Phone Numbers → Verified Caller IDs). Add your test override number there before testing, or SMS will fail silently.
To send to any number (i.e. real students), you need to upgrade your Twilio account and add credit. Go to Billing → Upgrade in the Twilio Console.
Twilio charges per SMS — typically £0.04–0.07 per message in the UK. Add credit at Billing → Account Balance in the Twilio Console. There is no monthly fee — you only pay for messages sent.
Step 2 — Fill in the fields
| Field | Value |
|---|---|
| Twilio Account SID | Starts with AC — from your Twilio Console Dashboard |
| Twilio From Number | Your Twilio number or registered alphanumeric sender ID (e.g. MKF Prnc Av) |
| Instructor SMS Copy Number | Every live SMS is copied here so the instructor has a record. Enter in E.164 format: +447700900123. |
| Twilio Auth Token | From your Twilio Console Dashboard. Masked after entry. |
Save each field with the tick button next to it, then toggle SMS ON in the Global section.
Step 3 — Send a test
With credentials entered and Test Mode ON:
- Open any student profile
- Tap Send Comms, select a template, tap Send
- Check your Test Override email and phone — both should arrive within a minute
If email arrives but SMS doesn't (or vice versa), check the credentials for that channel.
Step 4 — Go live
Once delivery is confirmed:
- Toggle Test Mode off and confirm the warning dialog
- From this point, sends go to real student contact details and the instructor copies go to the BCC email and SMS copy number
Only switch Test Mode off when you are ready to send to real parents and students. Suggested Comms that you tested with the amber Test send button will still be in the queue — you can approve them for real after switching Test Mode off.