Email Notifications

Every email 5-by-5 sends, who receives it, and how to make sure they don't end up in spam.

Overview

5-by-5 sends transactional emails for the things that matter most — invitations, invoices, payment receipts, maintenance squawks, password resets, and onboarding tips. This page lists every email type, who receives it, and the email address it comes from so you can allow-list the sender and stop missing important messages.

Email Senders

5-by-5 emails come from these addresses:

Add them all to your contacts to be safe.

Email Types

Account & Authentication

Email verification — sent when you create an account or change your email address. Click the link inside to confirm the new address.

Password reset — sent when you tap “Forgot Password” on the sign-in screen. Contains a one-time link to set a new password. Links expire after 1 hour.

Group Membership

Invite to join a group — sent when an Owner or Admin invites you to a flying club or partnership. Contains an invite code and instructions for joining.

Billing & Payments

Monthly invoice — sent to every member when bills are posted for the month. Contains the line-item breakdown of their monthly charges (flight time, fixed share, shared expenses, tax) plus a payment link that opens Stripe Checkout for ACH or card payment. See Online Payments for the full payment flow.

Payment receipt — sent when a payment settles successfully. For card payments this arrives within seconds; for ACH it arrives once the bank confirms the transfer (typically 3-5 business days).

ACH payment initiated — sent immediately when a member authorizes an ACH payment. Acknowledges that the payment is in flight and explains the 3-5 business day settlement window so the member isn’t left wondering whether it went through.

ACH payment failed — sent if an ACH transfer bounces (insufficient funds, account closed, etc.). The member is notified directly so they can retry, and every Owner and Admin in the group is BCC’d so the treasurer can follow up promptly.

Payment reminder — sent to a member when a posted bill’s due date passes unpaid. See Finances → Payment Reminders.

Renewal reminder — sent to the group Owner 30 days, 7 days, and 1 day before the club’s 5-by-5 subscription ends, but only when the subscription is set not to renew. Admins and the treasurer are copied. A subscription that renews automatically gets no reminder.

Subscription confirmations — sent when you upgrade, change billing periods, or update your payment method on the 5-by-5 subscription itself. These come from Stripe directly.

Maintenance

New squawk alert — sent when any member reports a squawk. The To: line goes to the people responsible for the aircraft: every member with a Mechanic role or Maintenance Officer title, plus every Owner and Admin. Every other active member is CC’d, so all pilots know about a squawk before their next flight. Whoever filed it isn’t sent a copy of their own report.

The email includes the severity (Grounding / Monitor / Minor), the description, the reporter’s name, the aircraft tail number, and a link back to the maintenance screen. Severity drives the color of the email header — red for grounding, orange for monitor, amber for minor — so urgency is visible at a glance.

If a group has no mechanic and no one with “maintenance” in their title, the alert routes directly to Owners and Admins instead.

Squawk Resolved / Back in service — sent to the whole group when a squawk is marked resolved, with the same To: and CC split as the new-squawk alert. It includes the resolution notes and photo if there are any. When the resolved squawk was the last thing grounding the aircraft, the subject reads Back in service and the email says bookings are open as normal; if another grounding squawk is still open, it says the aircraft is still grounded and why. Planned work reads Maintenance Complete instead.

Squawk Withdrawn / Maintenance Cancelled — sent to the whole group when an open squawk is deleted, meaning it was filed in error rather than fixed. Planned maintenance that’s deleted reads Maintenance Cancelled.

Whoever files, resolves, or withdraws a squawk isn’t sent their own email or notice.

Maintenance windows — sent to members whose bookings fall inside a maintenance window: Your flight is on standby, Maintenance running over, and Your flight is clear. See Scheduling → Standby Bookings.

See Squawk Reporting for how squawks are filed and resolved.

Messages from Your Club

Member message — an owner or admin can write to some or all of the club’s members from the web dashboard with Message Members. Each member gets their own email, so nobody sees anyone else’s address. It comes from messages@fly5by5.com with the writer’s name as the sender, for example Rob Anderson via 5-by-5, and hitting Reply answers the writer directly, not 5-by-5.

Product & Updates

Welcome series — nine emails sent over your first three weeks or so, walking through the app one feature area at a time. The schedule is roughly every 3 days starting on signup day: Welcome → aircraft/group setup → your first flight → maintenance, squawks & documents → a tour of each web-dashboard tab in turn (Overview, Flights, Finances, Maintenance) → Ask AI. The early emails (setup and first-flight) are tailored to whether you’re on a Solo or Club plan, and a few are tailored to your country (Australian groups get CASA and GST versions). Every one has a working Unsubscribe link at the bottom. Sent only if you’ve kept the welcome series enabled in Settings → Communications (on by default).

Product updates — periodic emails about new features, tips, and getting more out of 5-by-5. On by default — opt out in Settings > Communications.

Partner promotions — occasional emails about deals or partner offers we think you’d find genuinely valuable. Off by default. We do not sell your data; opt in via Settings > Communications if you’d like to receive these.

Both preferences are also offered during setup — on the Ratings step when you create a group, and on the confirmation step when you join one with an invite code — with the same defaults. Emails about your own account, your group and your aircraft are sent regardless of either setting; those are operational, not promotional.

Keeping 5-by-5 Emails Out of Spam

The first email from any new sender often lands in spam or junk, especially in Gmail and Outlook. Here’s how to fix it permanently for each major email provider.

Gmail (Web)

1. Open the Spam folder in the left sidebar
2. Find any 5-by-5 email (sender ends in @fly5by5.com)
3. Open the email and click Not spam at the top
4. Click the sender’s name → Add to contacts
5. Optional but recommended: create a filter — click the search bar’s filter icon, enter from:fly5by5.com, click Create filter, check Never send to Spam, then Create filter

Gmail (Mobile)

1. Open the Gmail app
2. Tap the menu (☰) → Spam
3. Tap a 5-by-5 email
4. Tap the ⋮ (more) menu → Report not spam
5. Tap the sender’s avatar → Add to contacts

Outlook / Microsoft 365

Outlook is the strictest about new senders, so 5-by-5 email often lands in Junk Email the first time. Allowing the whole fly5by5.com domain fixes it for every 5-by-5 address at once — invoices, squawk alerts, password resets, all of it. Where the setting lives depends on which Outlook you use.

Outlook on the web, Outlook.com, and the new Outlook for Windows

1. Open Junk Email, select the 5-by-5 message, and click Not junk (this moves it to your Inbox)
2. Click the gear icon (Settings) → Mail → Junk email
3. Under Safe senders and domains, click + Add, type fly5by5.com, and press Enter
4. Click Save

Classic Outlook for Windows (desktop)

1. Open Junk Email, right-click the 5-by-5 message → Junk → Never Block Sender’s Domain (@fly5by5.com)
2. Right-click it again → Junk → Not Junk to move it to your Inbox

Outlook mobile app (iPhone / Android)

Open Junk Email, open the message, tap ⋯ → Move to Inbox. The mobile app has no safe-senders list of its own — add fly5by5.com once using the web steps above, and it applies to the app too.

Work email on Microsoft 365? Your organization’s filtering can override your personal settings. If 5-by-5 email still goes to Junk (or never arrives at all), ask your IT administrator to allow the fly5by5.com domain in Microsoft 365’s security settings.

Apple Mail (iCloud)

1. Open the Junk mailbox
2. Tap a 5-by-5 email
3. Tap the sender → Add to VIPs (or just Add to Contacts)
4. Move the email to your Inbox — Apple Mail uses this signal to train its spam filter

Yahoo Mail

1. Open the Spam folder
2. Open a 5-by-5 email
3. Click Not Spam
4. Click the sender’s name → Add to Contacts

Reducing Notification Volume

If 5-by-5 is sending more email than you’d like, two settings shape the volume:

Settings > Communications (mobile) — toggle product tips and partner promotions on or off. Transactional emails (invoices, receipts, squawk alerts, invites) cannot be disabled — they’re required for the product to function.

Squawk alerts — every member of the group receives these (new, resolved, and withdrawn); there’s no self-service toggle and no role change that stops them. A squawk affects anyone who might fly the aircraft next, so the alert goes to the whole group. Your role and title only decide whether you’re addressed directly (To:) or copied (CC).

When a Member’s Email Isn’t Getting Through

If our emails to a member start bouncing, or the member marks one as spam, owners and admins see a warning pill on that member: Email bouncing, Marked our email as spam, or Email blocked, on the web dashboard (Settings → Members) and on the app’s Members screen. The member still gets every notice in the Notification Center, so nothing is lost while you sort out the address.

What 5-by-5 Does Not Do

• We do not send marketing emails to non-customers
• We do not share your email address with third parties
• We do not send “your subscription is expiring” pressure emails. A subscription that renews automatically gets no reminders; one set to end gets three short renewal reminders, and if your card expires you’ll get one calm notice from Stripe

For privacy details, see the Privacy Policy.