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Controlling the delivery of automatic emails

You can control the delivery of different kinds of automatic Wild Apricot emails.

Membership emails

Automatic emails are sent when someone applies for membership in your organization, when they approach their membership renewal, and when they renew their membership. For details on controlling who receives these emails and when, see below.

Membership application emails

Membership application emails are sent when someone completes the membership application form. Bundle activation emails are sent when a new membership bundle is created, or a new member is added to an existing bundle. 

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Automatic emails are not sent when a contact or member is added manually by an administrator. An administrator can manually send a password email to the contact by clicking the Email new password button from the Login details section of the Contact details tab on their contact record.

To control the delivery of membership application emails or bundle activation emails, go to the New applications tab for each membership level.

Email typeTurn on/off?TimingRecipients
Application initiationYesWhen member application is submitted and it requires payment or administrator approval Applicant and/or organization contact
Member activationYesWhen new membership is activated or application invoice is fully settled Member and/or organization contact
Bundle administrator activationYesWhen new membership bundle is created or application invoice is fully settled Bundle administrator and/or organization contact
Bundle member activationYesWhen new member is added to a membership bundle.Member, bundle administrator, and/or organization contact

See also Invoices and receipts (below).

Renewal reminders

Renewal reminders and invoices are sent when a membership has not been renewed. To control the delivery of renewal reminders and invoices, go to the  Renewal policy tab  for each membership level.

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The delivery of renewal invoices is not affected by the invoice settings on the Invoice and receipt settings screen.

Email typeTurn on/off?TimingPossible recipients
Reminder 1, 2Yesx number of days before renewal dateMember and/or organization contact
Renewal invoiceYesSame as Reminder 1Member and/or organization contact
Renewal day noticeYesRenewal dayMember and/or organization contact
Grace period noticeYesx  number of days after renewal dateMember and/or organization contact
Lapsed noticeYesx  number of days after renewal dateMember and/or organization contact

Renewal notifications

Renewal notifications are sent when a membership has been renewed, or when an automatically recurring renewal has failed. To control the delivery of renewal notifications, go to the Renewal policy tab  for each membership level.

Member level change emails cannot be customized or turned off.

Email typeTurn on/off?TimingPossible recipients
Renewal pendingYesWhen membership renewal is initiated but renewal fee has not been paid online within 15 minutesMember and/or organization contact
Renewal confirmedYesWhen membership renewal fee is fully paidMember and/or organization contact
Credit card expiry notificationYesTwo weeks before and on date of credit card expiry. Applies only to Stripe, Authorize.Net, Moneris, and Payflow Pro payment gateways.Member and/or organization contact
Recurring renewal failedNoWhen recurring payment for membership renewal failsMember and organization contact
Member level change initiatedNoWhen membership level change is initiated (unless online payment is completed within 15 minutes)Member
Member level change succeededNoWhen the new membership fee has been fully paidMember and organization contact

See also Invoices and receipts (below).

Event emails

For event emails, you can control whether each type of message is sent, and who receives the messages. For announcements and reminders, you can control when the email is sent. 

Email delivery is controlled separately for each event. To control email delivery for a particular event, go the  Emails page for the event then click the Edit button.

You can control the following aspects of email delivery for each event.

Email typeTurn on/off?TimingPossible recipients
Announcement 1, 2, 3Yesx number of days before eventAll contacts, or any combination of members, donors, attendees from past events, membership levels, member groups, saved searches, or c ontacts without membership, registrations, or donations
Reminder 1, 2, 3Yesx number of days before eventExisting registrants
Registration confirmedYesImmediatelyRegistrant, registrant's guests, and/or event organizer
Registration pendingYesWhen registrant clicks Pay online button:   After 15 minutes, unless online payment has been completed
  When registrant clicks Confirm or Invoice me button : Immediately 
Registrant, registrant's guests, and/or event organizer
New waitlist registrationYesImmediatelyWaitlist registrant and/or event organizer

See also Invoices and receipts (below).

All event emails can be customized. For more information, see Modifying event emails

Donations

For donations, you can control whether a confirmation message and a receipt are sent to the donor and/or administrator, 

Email typeTurn on/off?TimingPossible recipients
ConfirmationNoWhen the donation form is completed and payment is madeDonor
ReceiptYesWhen donation payment is receivedDonor and/or organization contact

For information on customizing the confirmation email, see Customizing the donation confirmation emailFor information on customizing donation receipts, see  Customizing invoices and receipts .

Invoices and receipts

You can control whether invoices and receipts are sent to the payer and/or administrator, but any changes you make will be applied to all invoices and receipts issued throughout your entire system.

Email typeTurn on/off?TimingPossible recipients
InvoiceYes

When payer clicks Pay online button:   After 15 minutes, unless online payment has been completed
When payer clicks Confirm or Invoice me button : Immediately 
For donations: Never

Payer and/or organization contact
ReceiptYesWhen payment is receivedPayer and/or organization contact

For information on customizing invoice and receipt emails, see Customizing invoices and receipts.

Turning off automatic emails

Some automatic emails cannot be turned off, including:

  • Member level change emails
  • Recurring renewal failure notice
  • Donation confirmations

To turn off the remaining automatic emails, follow the instructions below.

Email typeTo turn it off...
New membership emails
  1. Go to the  New applications tab  for each membership level.
  2. Uncheck everything under Application initiation email and Member activation email.
Renewal reminders and notifications
  1. Go to the    Renewal policy tab    for each membership level.
  2. Uncheck the email options under Renewal reminders and actions and Renewal notifications.
Event emails
  1. For each event, begin editing the event details.
  2. Click the Emails   tab.
  3. If any of the event announcements or reminders are scheduled to be sent, click Change schedule then click Remove schedule.
  4. Uncheck everything under Registration emails.
Invoices
  1. Hover over the  Finances  menu then click  Invoice and receipt settings .
  2. Uncheck Send invoices for pending payments.
Payment receipts
  1. Hover over the Finances menu then click Invoice and receipt settings.
  2. Uncheck Send receipt to payer.
Donation receipts
  1. Hover over the  Donations  menu then click  Donation receipt
  2. Uncheck everything under Email donation receipt to.

In each case, you must save your changes when finished.

 
Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7