> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/communications-overview/email-triggers-explained.md). # Email Triggers Explained A trigger tells a newsletter when to send automatically. You set it when you choose **When should this newsletter send?** during newsletter setup. Once a trigger is selected, the newsletter sends to the relevant recipient each time the trigger fires — as long as its status is **Approved**. Some triggers apply to **all records** of a type (for example, every event registration or every membership cancellation). Others can be scoped to a **specific record** — a particular event, membership program, or form — with an example shown beneath the trigger in the selector. {% hint style="warning" %} **Overlap:** Some triggers fire together as part of the same action. If you set up newsletters for more than one of them, the recipient receives multiple emails for the same event. The affected sections are flagged below — read those callouts before setting up newsletters. {% endhint %} {% hint style="info" %} **System triggers:** Some triggers are marked **System** in the selector — Peoplevine sends a built-in email for these actions by default. Selecting a System trigger lets you replace the default with your own newsletter when you want full control over the design, tone, or content. System triggers: Account verification, Account activation, Forgot password requested, Password changed, Guest pass issued, Event ticket transferred, Continue application reminder. {% endhint %} ### Account These triggers relate to account setup and access. They fire for any user — not just members. **All Account triggers are System triggers.** | Trigger | When it sends | | ---------------------------------------- | ---------------------------------------------------------------------------- | | **Account verification** *(System)* | When a user needs to verify their email address before accessing the portal. | | **Account activation** *(System)* | When a user activates their portal account for the first time. | | **Forgot password requested** *(System)* | When a user requests a password reset via the portal. | | **Password changed** *(System)* | When a user successfully updates their password. | ### Applications & Forms #### Applications These triggers fire at each stage of your application pipeline. Most are set manually by your team — except **Application submitted**, which fires when the applicant completes and submits their application. | Trigger | When it sends | | -------------------------------------------- | ------------------------------------------------------------------------------------------------------- | | **Continue application reminder** *(System)* | When a user restarts an application using an email address already linked to an incomplete application. | | **Application set to pending** | When an application is set to pending. | | **Application submitted** | When an applicant submits a completed application. | | **Application set to viewed** | When an application is set to viewed. | | **Application set to reviewing** | When an application is set to reviewing. | | **Application set to flagged** | When an application is set to flagged. | | **Application set to waiting** | When an application is set to waiting. | | **Application set to interviewing** | When an application is set to interviewing. | | **Application set to approved** | When an application is set to approved. | | **Application set to rejected** | When an application is set to rejected. | | **Application set to onboarded** | When an application is set to onboarded. | **Specific example:** When an applicant submits a **Founding Member Application**. #### Forms | Trigger | When it sends | | ------------------------------------- | ------------------------------------------------------------------------------------------------- | | **Form response submitted** | When a user submits a form. Applies to all forms, or select a specific one. | | **Form response created new profile** | When a form submission creates a new CRM profile. Applies to all forms, or select a specific one. | | **Form response set to approved** | When a form response is set to approved. | | **Form response set to rejected** | When a form response is set to rejected. | | **Form response set to completed** | When a form response is set to completed. | **Specific example:** When a user submits a **Dietary Preferences** form. ### Membership These triggers cover the full membership lifecycle — from signup through cancellation. {% hint style="warning" %} **New member subscribed**, **First membership activation**, and **Membership card activated** can all fire together when a member signs up for the first time. If you set up newsletters for more than one of these triggers, the member will receive multiple emails for the same event. Choose the one that best fits your use case. {% endhint %} | Trigger | When it sends | | -------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **New member subscribed** | When a member subscribes to a membership program. Do not combine with **First membership activation** or **Membership card activated** — members will receive duplicate emails. | | **First membership activation** | When a member activates a membership for the very first time. Best used for onboarding welcome emails. Do not combine with **Membership card activated** — members will receive duplicate emails. | | **Membership card activated** | When a membership card is set to active. Do not combine with **First membership activation** — members will receive duplicate emails. | | **Membership card reactivated** | When a membership transitions to active from any prior status — including pending, cancelled, failed, suspended, or archived. | | **Member check-in** | When a member checks in using their membership number. This may fire frequently depending on your check-in policies. | | **Member age tier upgrade** | When a member automatically moves to the next membership level based on age. | | **Membership expired** | When a membership card reaches its expiry date. Use to prompt renewal or share next steps. | | **Membership cancelled** | When a membership is cancelled. A good place for re-engagement or offboarding messaging. | | **Guest pass issued** *(System)* | Sent to the guest when a guest pass is issued for club access. | | **Member ID card requested** | When a member requests their downloadable ID card via the portal. | **Specific example:** When a member subscribes to **Gold Membership**. ### Billing | Trigger | When it sends | | ------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Order placed** | When an order is placed via eCommerce or point of sale. Use for order confirmations. | | **Invoice generated** | When a new invoice is created and issued. Use to share invoice details and payment instructions. | | **Transaction completed** | When a payment transaction is successfully processed. Use for payment receipts. | | **Transaction refunded** | When a refund is issued. Use to confirm the refund and set expectations on timing. | | **Payment requires 3DS verification** | When a payment fails because the member's bank requires additional verification. Use to prompt the member to log in and complete the payment on the portal. | | **Application fee invoiced** | When an application fee invoice is generated. Use to share invoice details and prompt payment before the application is reviewed. | | **Application fee paid** | When an application fee is successfully paid. Use to confirm receipt and let the applicant know their application is progressing. | | **Membership renewal processed** | When a membership subscription successfully renews. Use for renewal receipts. | | **Membership billing failed** | When a membership charge fails. Use to prompt the member to update their payment details. | | **Subscription invoiced** | When a recurring subscription is billed and an invoice is generated. Use for billing receipts. | | **Subscription billing failed** | When a subscription charge fails due to no payment method on file or auto-renew being disabled. | | **Membership reactivation processed** | When a suspended or paused membership subscription is automatically reactivated. Use to confirm resumption and next steps. | | **Service renewed** | When a non-membership service or subscription plan successfully renews. Use for renewal receipts. | | **Service billing failed** | When a recurring service charge fails to process. Use to prompt payment method review. | | **Service subscription cancelled** | When a service subscription is cancelled. Use to confirm and share any offboarding details. | | **Payment method added** | When a member adds a new payment method to their account. Use as a security confirmation. | ### Events & Tickets {% hint style="warning" %} **Event registration confirmed** covers all event registrations — both ticketed and non-ticketed. The two triggers below it are more targeted alternatives. If you set up newsletters for **Event registration confirmed** alongside either of those two triggers, registrants will receive duplicate emails. Use one approach or the other. {% endhint %} | Trigger | When it sends | | --------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Event registration confirmed** | Sent for any event registration — both ticketed and non-ticketed. Do not combine with the two triggers below — registrations will receive duplicate emails. | | **Event registration: non-ticketed** | Applies to non-ticketed events only. Use instead of **Event registration confirmed** for a more targeted email. | | **Event registration: ticketed** | Applies to ticketed events only. Use instead of **Event registration confirmed** for a more targeted email. | | **Event ticket transferred** *(System)* | Sent to the recipient when a ticket is transferred to them, allowing them to claim the ticket and access their QR code. | | **Event registration cancelled** | When a member cancels their event registration. | | **Event attended** | When a member attends an event. Use for post-event follow-up or feedback requests. | **Specific example:** When a member registers for **Wine Wednesday**. ### Bookings These triggers cover both appointments and reservations across all booking types. #### Appointments | Trigger | When it sends | | -------------------------- | ------------------------------------------------------------------------- | | **Appointment booked** | When a member books an appointment. | | **Appointment confirmed** | When a booked appointment is confirmed. | | **Appointment waitlisted** | When a member is added to a waitlist for a fully booked appointment slot. | | **Appointment cancelled** | When an appointment is cancelled. | **Specific example:** When a member books an appointment at **The Spa**. #### Reservations | Trigger | When it sends | | -------------------------- | ------------------------------------------------------------------------------- | | **Reservation booked** | When a member makes a reservation, before it has been confirmed. | | **Reservation confirmed** | When a reservation is confirmed. Use to share details and arrival instructions. | | **Reservation waitlisted** | When a member is added to a waitlist for a fully booked reservation slot. | | **Reservation cancelled** | When a reservation is cancelled. | **Specific example:** When a **Main Dining Room** reservation is confirmed. *** *Last updated: 2026-06-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.peoplevine.com/products/control-panel-overview/communications-overview/email-triggers-explained.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.