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COT Emails and Notifications

ToastHost sends training emails to registrants automatically as a COT round progresses. This page explains what goes out, when, and what each email says, so you know what officers receive without having to send anything yourself.

All COT emails are district-level. They come from ToastHost (info@toasthost.co.uk), one per recipient, and are recorded in the platform's email delivery log (there is no per-club activity trail, because COT registrations don't belong to a club).

Automatic emails

Email Sent when To
Registration confirmation An officer registers and gets a place The registrant
Confirm your email A public registrant needs to verify their address The registrant
A place opened up A waitlisted officer is promoted into a freed seat The promoted registrant
Reminder ~24 hours before the first session Each registrant (unless opted out)
Attendance recorded Attendance is imported for a session The attendee (unless opted out)
Credit earned An officer completes a role's training The officer (unless opted out)

Registrants can opt out of the reminder, attendance, and credit emails in their notification preferences. The confirmation, verification, and waitlist emails are always sent.

You can also send a broadcast to an event's audience at any time — that one you compose yourself.

What the emails contain

Every registrant-facing email includes:

  • The full schedule — every session in the event, with date, time, and location or joining link. For a split event each line is labelled with its part (Part 1, Role Specific, Part 2).
  • How to earn credit — a short instruction computed from how the event is organised (see below).
  • A link to cancel the registration.

The reminder is anchored on the first session ("starts at ... tomorrow") but also lists the whole schedule, so registrants in a multi-session event see every date.

The attendance recorded email confirms the session, the recorded duration, and whether it met the qualifying threshold (55 minutes per hour). The credit earned email lists the roles the officer has now completed.

The "how to earn credit" message

Because officers must attend and stay long enough to qualify, every registrant-facing email states what's required. The wording is derived from the event's session types — you don't author it:

  • Single Full Session — "attend a session and stay for the whole of it."
  • Several Full Sessions on different dates — the same, plus "come to whichever suits you; attending one is enough."
  • Split into parts — "attend a Part 1, a Role Specific session for the role you want credit for, and a Part 2, and stay for the whole of each. Where a part runs on more than one date, come to whichever suits you." This matches the mix-and-match model: officers pick one sitting of each part.
  • Both a Full Session and parts offered — the message describes both credit paths.

Setting a session's type correctly (when you add sessions) is what makes this message accurate, so officers are told exactly what they must attend.

Reminder timing for multi-week events

A registrant gets one reminder, ~24 hours before the first session. It lists all the later dates, but there is no separate reminder before each part. For a training split across several weeks, mention the later dates in a broadcast if you want an extra nudge closer to the time.