When are Emails Triggered by Hapana
Oct 24, 2025
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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)
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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) |
|
| 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 their credits are running low. |
| Retail – Session Package Expiring Soon | A client is notified their session package is about to expire. |
| 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 |
|
| Schedule – Reservation Reminder (Zoom Enabled) | A client is reminded about an upcoming Zoom-enabled session. |
| Schedule – Resource Spot Changes |
|
| 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 |
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