Communications & Email
Keep everyone in the loop — automatically.
Overview
On Book Pro's Communications system provides production-quality email distribution powered by Postmark. Send professional correspondence branded with your production's identity, and let the system handle routine notifications automatically.
Email Tab
Access email features from the Communications tab in your production workspace.
Quick Actions
| Card | Purpose |
|---|---|
| Call Sheet | Send daily call times to cast and crew |
| Deadline Ping | Remind team members about upcoming deadlines |
| Project Invite | Invite new members to the production |
| Announcement | Send custom messages to the entire team |
Feature-Page Emails
Some emails are sent directly from their feature pages:
- Rehearsal Reports — From the Notes page after generating a rehearsal report
- Line Notes — From the Notes page via the "Send Line Notes" modal
Automated Notifications
On Book Pro automatically sends notifications for important production events. No action required from Stage Managers — these happen in the background.
Welcome Email
When a new team member joins your production, they automatically receive a welcome email with:
- Production name and their assigned role
- Getting-started guidance
- A direct link to the production workspace
Schedule Change Alert
When someone modifies a rehearsal event's date, time, or location, all attendees of that event are automatically notified with:
- The name of the changed event
- A summary of what changed (e.g., "Date: Mon Feb 10 → Tue Feb 11")
- Updated event details
Deadline Reminder
Every morning at 9:00 AM ET, the system scans for pending deadlines due within 48 hours and sends reminders to assigned team members. Includes urgency indicators:
- Overdue — Past the due date
- Due Today — Deadline is today
- Due Tomorrow — 24 hours remaining
Profile Reminder
Every Monday at 10:00 AM ET, the system checks for team members with incomplete profiles and sends a friendly reminder listing the missing fields:
- Phone Number
- Email Address
- Emergency Contact & Phone
- Allergies / Medical Notes
@Mention Notification
When someone @mentions you in a feed post or comment, you receive an email with:
- Who mentioned you
- A preview of what they said
- A link to view the full post in the feed
Email Preferences
You can opt out of automated notifications from your profile:
- Click your avatar in the top-right corner
- Open My Profile
- Toggle Email Notifications off
Important
Opting out only affects automated notifications. Manual emails from your Stage Manager (Call Sheets, Announcements, etc.) will always be delivered to ensure critical production information reaches everyone.
Email History
Stage Managers can view a history of all sent emails in the Communications tab:
- Template icon and label for quick identification
- Delivery counts (e.g., "12/15 delivered")
- Status indicators — ✅ All delivered, ⚠️ Partial, ❌ Failed
- "Auto" badge — Distinguishes system-sent notifications from manual emails
- Timestamp for each send
Branding
All emails follow the Production-First design philosophy:
- Your production logo and show title appear prominently in the header
- On Book Pro branding is minimal, appearing only in the footer as a "Powered by" badge
- Consistent Prussian blue header with amber call-to-action buttons
- Professional formatting suitable for any production environment
Last updated: February 2026