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Automatic emails are emails sent automatically by your Wild Apricot site in response to actions by visitors to our site. You can disable most automatic emails, and choose who should receive them.

Membership emails

Membership 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.

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.

The following types of membership application emails are available:

Application initiation
Timing: When member application is submitted and it requires payment or administrator approval
Possible recipients: Applicant and/or organization contact

Member activation
Timing: When new membership is activated or application invoice is fully settled
Possible recipients: Member and/or organization contact

Bundle administrator activation
Timing: When new membership bundle is created or application invoice is fully settled
Possible recipients: Bundle administrator and/or organization contact

Bundle member activation
Timing: When new member is added to a membership bundle.
Possible recipients: 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.

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

The following types of renewal reminders are available:

Reminder 1, 2
Timing: x number of days before renewal date
Possible recipients: Member and/or organization contact

Renewal invoice
Timing: Same as Reminder 1
Possible recipients: Member and/or organization contact

Renewal day notice
Timing: Renewal day
Possible recipients: Member and/or organization contact

Grace period notice
Timing: x number of days after renewal date
Possible recipients: Member and/or organization contact

Lapsed notice
Timing: x number of days after renewal date
Possible recipients: Member 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.

The following types of renewal notifications are available:

Renewal pending
Timing: When membership renewal is initiated but renewal fee has not been paid online within 15 minutes
Possible recipients: Member and/or organization contact

Renewal confirmed
Timing: When membership renewal fee is fully paid
Possible recipients: Member and/or organization contact

Credit card expiry notification
Timing: Two weeks before and on date of credit card expiry. Applies only to Stripe, Authorize.Net, Moneris, and Payflow Pro payment gateways.
Possible recipients: Member and/or organization contact

Recurring renewal failed
Timing: When recurring payment for membership renewal fails
Possible recipients: Member and organization contact

Member level change initiated
Timing: When membership level change is initiated (unless online payment is completed within 15 minutes)
Possible recipients: Member

Member level change succeeded
Timing: When the new membership fee has been fully paid
Possible recipients: Member 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 automatic emails for each event.

Announcement 1, 2, 3
Timing: x number of days before events
Possible recipients: All contacts (other than those already registered or waitlisted for this event) or any combination of members, donors, attendees from past events, selected membership levels, selected member groups, saved contact and member searches, and all contacts without membership, registrations, or donations

Reminder 1, 2, 3
Timing: x number of days before events
Possible recipients: Registrants (including guests)

Event registration confirmed
Timing:
For paid events: after registration is paid or confirmed by administrator
For free events: immediately
Possible recipients: Registrant, registrant's guests, and/or event organizer

Event registration pending
Timing:
When registrant clicks Pay online button: After 15 minutes, unless online payment has been completed
When registrant clicks Confirm or Invoice me button: Immediately
Possible recipients: Registrant, registrant's guests, and/or event organizer

Event registration canceled
Timing: Immediately
Possible recipients: Registrant and/or event organizer

New waitlist registration
Timing: Immediately
Possible recipients: 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.

The following types of automatic donation emails are available.

Confirmation
Timing: When the donation form is completed and payment is made
Possible recipient: Donor

Receipt
Timing: When donation payment is received
Possible recipients: Donor and/or organization contact

You can turn off the receipt email but not the confirmation email for donations.

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

When are invoice emails sent?

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

Recipts are sent to the payer and/or organization contact once the payment is received.

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

Schedule of automatic emails

Wild Apricot sends out a number of automatic emails according to your settings.

Event announcements/reminders
n days before the event's start time (where n is the number of days specified on the event's Emails tab)

Automatic member renewals
n days before / after renewal date (where n is the number of days specified on the membership level's Renewal policy tab)

Discussion forum daily notifications
Approx. 12pm (previous day updates)

Discussion forum weekly notifications
approx 12pm Sunday (previous week updates)

Actual delivery might be plus or minus a few hours due to queueing and batching first on our end and then on recipients' mail servers.

If you want an event announcement or reminder to be sent the day of the event, you will need to schedule the email to be sent 0 days before the event.

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.

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.