Overview
This guide will outline a breakdown of what each email triggered by Hapana does and when they are triggered. They are found within Core > Account Settings > Configuration > Customize Emails triggered by Hapana. You’ll see a full list of emails pre-configured by Hapana:
- Green icon = ON (the trigger is active)
- Red icon = OFF (the trigger won’t send)
- You cannot add new triggers, but you can customize existing ones
For information on:
- How to customize the email triggers, please see our How to Customize Email Triggers and Message Content Guide.
- How to cc a teammate on the email, please see our How to Add a Client As a CC on Email Triggers Guide.
- How to edit the email triggers, please see our How to Edit the Email Triggers and SMS and Push Notifications Guide.
| Category Name | Triggered When... |
| Admin – Change Password Email (Reset By Business)
|
An administrator or business user resets a member's password. |
| Admin – Change Password Email (Reset By Client) | A member initiates a password reset for their own account. |
| Admin – Change Password Team Member Email (Reset By Business) | An administrator or business owner resets a team member's password. |
| Admin – Changed Email Address | A user's email address is successfully updated in the system. |
| Admin – Client Questionnaire Form | A business user assigns a questionnaire form from the client profile. |
| Admin – Welcome Email to Client (already registered) | A client who already has an existing account is welcomed. |
| Admin – Welcome Email to Member | A new member is welcomed to the system. |
| Admin – Welcome Email to Team Member | A new team member is welcomed to the system. |
| Engagement – Birthday Message To Client | A client receives a birthday message on their birth date. |
| Engagement – Feedback Request To Client | A client is asked for feedback after a session (if configured). |
| Engagement – First Visit Anniversary | A client’s one-year anniversary since their first visit is reached. |
| Retail – Allocate Without Payment | A package or item is allocated to a client without payment. |
| Retail – Gift Card Email to Recipient | A gift card is sent to the recipient. |
| Retail – Failed Payment (Membership) |
A membership payment fails.
|
| Retail – Failed Payment (Single) | A single payment fails. |
| Retail – Gift Card Failed Payment | A gift card payment fails. |
| Retail – Gift Card Payment Receipt | A receipt for a gift card purchase is sent. |
| Retail – Invoice Refunded | An invoice is refunded. |
| Retail – Membership Auto Renew | A membership has an end date and has been selected to Auto Renew in membership configuration. |
| Retail – Membership Cancelled | A membership is cancelled. |
| Retail – Membership Card Expiring | A client is notified that their membership is about to expire. |
| Retail – Membership Suspended | A membership is suspended. |
| Retail – Package Agreement | Details of a new package agreement are sent. |
| Retail – Payment Receipt | A receipt for a successful payment is sent. |
| Retail – Payment Request (Membership Package) | A payment is requested for a membership package and 'Send Payment Request' checkbox is ticked during checkout process. |
| Retail – Payment Request (Recurring Payment) | A recurring payment is requested and 'Send Payment Request' checkbox is ticked during checkout process. |
| Retail – Payment Request (Session Package) | A payment is requested for a session package and 'Send Payment Request' checkbox is ticked during checkout process. |
| Retail – Payment Request (Single Payment) | A single payment is requested and 'Send Payment Request' checkbox is ticked during checkout process. |
| Retail – Pending Package Agreement | A package agreement requires attention. |
| Retail – Pending Package Agreement Auto Renew | A pending agreement is set to auto-renew. |
| Retail – Send Payment Log | A log of payment activities is sent. |
| Retail – Session Credits Running Low | A client is notified when the Available Credits on an Active Package reach 2 remaining, except where the Expiring Soon Notification is triggered first. |
| Retail – Session Package Expiring Soon | A client is notified when their Active Session Package reaches 7 Days remaining. |
| Schedule – Booking Confirmation with Resources | A booking that includes resources/spots is confirmed. |
| Schedule – Booking Request Accepted | A client’s booking request is accepted. |
| Schedule – Booking Request Confirmation | A booking request submission is confirmed. |
| Schedule – Booking Request Declined | A booking request is declined. |
| Schedule – Booking Request Re-Schedule | A booking request needs to be rescheduled. |
| Schedule – Cancel Client From Single Session/Class | A client is cancelled from a single session or class. |
| Schedule – Class Booking Confirmation (Recurring) | A recurring class booking is confirmed. |
| Schedule – Client Early Cancel | A client cancels their booking within the allowed window. |
| Schedule – Delete Client From Recurring Session/Class | A client is removed from a recurring session/class. |
| Schedule – Delete Client From Single Session/Class | A client is removed from a single session/class. |
| Schedule – First Session Complete | A client’s first session is completed. |
| Schedule – First Visit Email | A client’s first visit to the business is completed. |
| Schedule – Invite to Recurring Session | A user is invited to a recurring session. |
| Schedule – Invite to Single Session | A user is invited to a single session. |
| Schedule – Remove From Session Due To Insufficient Credit | A client is removed because they lack sufficient credits. |
| Schedule – Reservation Reminder |
A client is reminded about an upcoming reservation.
|
| Schedule – Reservation Reminder (Zoom Enabled) | A client is reminded about an upcoming Zoom-enabled session. |
| Schedule – Resource Spot Changes |
Clients are informed about changes to a resource spot.
|
| Schedule – Session Booking Confirmation | A client’s booking for a session is confirmed. |
| Schedule – Session Message | A message about a session is sent to attendees. |
| Schedule – Teacher Sub Notification | A client is notified about a change in their session’s teacher. |
| Schedule – Waitlist Booking Confirmation (Business Mode) | A waitlist booking is confirmed from the business side. |
| Schedule – Waitlist Booking Confirmation (Client Mode) | A waitlist booking is confirmed from the client side. |
| Schedule – Waitlist Spot Available | A client is notified that a waitlist spot is available. |
| Schedule – Waitlist Spot Confirmed | A client is notified their waitlist spot has been booked. |
| Tracking – Assessment Reminder To Client |
A client is reminded about an upcoming assessment.
|
Emails Clients Will Always Receive
Even when a client unsubscribes from all marketing and promotional emails, certain transactional and critical emails will still be delivered to ensure they receive important account and payment information. These emails cannot be opted out of and will always be sent.
- Gift card recipient notification, receipt, and failed payment alert
- Password reset emails (client, business-triggered, and team member)
- Session removal and cancellation notices (single and recurring classes)
- Payment receipts
- Failed payment and failed single payment notifications
- Waitlist spot available and waitlist spot confirmation
- Contract signed notification
- Contract to sign and auto-renew contract to sign
- Welcome emails (new member, already registered, and passwordless member)
- Payment requests (membership package, recurring payment, single package, and single payment)
- Changed email address confirmation
- Critical communications, such as Direct Debit Service Agreement updates and custom critical email paths