Reminders that go out on their own.
TeamLedger sends email + SMS notifications to parents and coaches automatically - payment reminders on the due date and weekly thereafter, payment confirmations the moment money is recorded, new-charge notices when an event is added, and cancellation notices when plans change.
Alex has an outstanding balance of $25.00 for Sharks Spring Tournament.
A new charge of $120.00 for Sharks Uniforms has been added.
Outstanding balance of $120.00.
Sharks Ref Fees - May Game cancelled. A credit of $20.00 has been applied.
How it works
Notifications fire from real ledger events. No manual buttons to press, no copy-paste from a Venmo screenshot.
A ledger event happens
Charge created, payment recorded, event cancelled, the system reacts to a real write, not a manual trigger.
Notification queued
Email + SMS sends queue per parent contact, honouring each contact’s email_on / sms_on preferences.
Provider delivers
SolGuruz Gmail SMTP for email; Twilio for SMS. Each send is logged with success or failure.
You see the log
Every send, successful or failed, appears in the team’s notifications log with timestamp and recipient.
Capability 01
Four notification types
Reminder, payment confirmation, new charge, cancellation. Each one fires from a real ledger event - not a manual trigger, not a templated newsletter, not a marketing blast. The wording is the same one consistent voice across all four types: clear, dollar-specific, player-named.
- Reminder, fires on due date, then weekly until balance reaches zero
- Payment confirmation, fires the moment a payment is recorded
- New charge, fires when a player is added to an event allocation
- Cancellation, fires when an event is cancelled and credit is applied
- Coach payouts trigger a confirmation to the coach (email only)
Capability 02
Email + SMS, per contact
Every parent contact carries two independent toggles: email_on and sms_on. Some parents prefer email only because their inbox is the source of truth. Others want both because they read the SMS first and act on the email later. The system honours each toggle independently for every send.
- Email via SolGuruz Gmail SMTP (no-reply@solguruz.com)
- SMS via Twilio for parent contacts on the Pro tier
- Each parent contact has independent email_on and sms_on flags
- Disable a channel for one parent without touching the other
- Coaches are email-only, SMS for coaches is not in MVP
Hi, Alex has an outstanding balance of $50.00 for the Sharks Spring Tournament. Please reach out to Coach Sam with any questions.
, TeamLedger
Capability 03
Two-parent delivery
Divorced and separated families don’t fit a single-contact model. TeamLedger lets each player carry up to two parent contacts, and each contact gets notified independently on their own preferred channels. There’s no “primary” parent - both adults are first-class recipients with their own email and SMS preferences.
- Up to two parent contacts per player
- Each contact notified independently on its own channels
- No primary / secondary hierarchy, both adults are equal recipients
- Each contact has its own 7-day cooldown clock
Two emails will queue. One SMS. Each parent gets the message on their own preferred channels.
Capability 04
Sibling-aware messaging
Every email references the specific player by name. “Alex has an outstanding balance of $25.00.” “Sara’s payment of $80.00 has been recorded.” Two siblings on the same team means two separate emails, each naming the player it’s about - the parent never has to guess which kid the message is for.
- Player name in every reminder, confirmation, and cancellation
- Two siblings → two separate emails, never a combined digest
- Dollar amounts and event names are merge-fielded into every send
- Cooldown applies per (parent contact, team), not per player, no double-pings within a week
Hi, Alex has an outstanding balance of $50.00 for the Sharks Spring Tournament. Please reach out to Coach Sam with any questions.
, TeamLedger
Capability 05
7-day cooldown
Automatic weekly reminders won’t over-send. The cooldown clock is per parent contact and per team, so a parent with two players on the same team gets one weekly reminder, not two. The Send all reminders button on the dashboard bypasses the cooldown for the manual collection drives that happen at quarter-end and season-end.
- 7 days minimum between automatic reminders to the same parent + team
- Bypass available via the dashboard’s Send all reminders button
- Manual sends always log the bypass for audit
- Cooldown reset clock visible in each parent contact’s detail view
Capability 06
Failed-send visibility
If SMTP rejects a send (bad email address) or Twilio rejects a number (typo, wrong country code), the notifications log records the failure with the exact provider error message. You see which parent didn’t receive the ping, why, and a Retry button right next to it. No silent drops.
- Provider errors stored verbatim alongside the failed send
- Failed rows highlighted in the notifications log
- Retry button on every failed send
- Fix the contact (typo, bad number) and resend without leaving the log
Alex has an outstanding balance of $25.00 for Sharks Spring Tournament.
A new charge of $120.00 for Sharks Uniforms has been added.
Outstanding balance of $120.00.
Sharks Ref Fees - May Game cancelled. A credit of $20.00 has been applied.
It's Sunday and 4 parents are owing
Four steps, one button, zero copy-paste from a Venmo screenshot.
Open the dashboard
Sunday night. The roster strip shows 4 players in red. You hover the metrics: Net cash positive but four parents are owing.
Click Send all reminders
A confirm dialog shows the count: 4 parent contacts, 4 emails + 2 SMS. Cooldown bypassed.
The queue drains
SolGuruz SMTP fires the emails. Twilio dispatches the SMS messages. Each send writes a log row.
Log shows 6 sent, 0 failed
You scroll the notifications log to confirm. Every parent has a fresh ping. Done in under a minute.
What you get instead
Deliberate boundaries. One voice, two channels, copy that's ready on day one.
The inbox is the channel parents already check
Email and SMS go where parents live. No app to install, no browser permission to grant, no in-product subscription to manage. The reminder lands where attention already is.
One consistent voice, every send
Clear, dollar-specific copy goes out the same way every time, first reminder or fifth. Parents read a tone they trust; you avoid the awkwardness of escalating wording mid-season.
Coaches get clean email summaries
Payout confirmations and event-creation pings reach coaches by email, the channel that carries detail without buzzing their phone. Plenty of context, none of the noise.
Production-grade copy out of the box
Player name, dollar amount, event name, team name, every variable is wired in and tested. The wording you see is the wording that ships, no template editor required.
Frequently asked
When do automatic reminders fire?
On a charge’s due date, then weekly until the player’s balance reaches zero. A 7-day cooldown per parent contact and team prevents duplicates when a parent has multiple players or multiple charges.
How are divorced and separated families handled?
Each player can carry up to two parent contacts. Each contact has independent email and SMS preferences and is messaged independently, there is no “primary” parent. Both adults receive notifications on their chosen channels.
What if a parent has two children on the team?
Two children means two separate emails, one per player, each naming the player and their balance. The 7-day cooldown applies per (parent contact, team), not per player, so siblings don’t double-up reminders within a week.
What happens when a send fails?
The notifications log records the failure with the exact error from the SMTP server or SMS provider. You can retry the send from the log, or fix the contact (typo in an email address, invalid phone number) and try again.
Can I edit the email or SMS copy?
Not in MVP. Every send uses the seeded copy with merge fields for player name, dollar amount, event name, and team name. One consistent voice; no template editor to maintain.
More features
Every workflow a TM actually runs.
One inbox to rule them.
Free for one team, forever. Reminders fire automatically, you handle the rare manual push from the dashboard.