System Emails Overview

System Emails are automatic emails sent by the platform on your behalf when specific events occur in your project. These emails ensure that users receive important confirmations, notifications, and updates related to their account activity, orders, bookings, and community interactions.

You have full control over these emails:

You can edit, disable, or replace them with your own automations if you prefer a fully custom communication flow.

Where to Find System Emails

To access System Emails navigate to Marketing > System Emails

This opens a grid of all built-in system emails that can be triggered automatically by the platform.

From here, you can:

• Edit the email content
• Disable the system email

How System Emails Work

Each system email is tied to a specific system event.

When that event happens, the platform automatically sends the corresponding email—unless you disable it.

Examples of system-triggered events:

• A new order is placed
• A subscription renewal fails
• A member registers or resets their password
• Someone mentions you in the community

Available System Emails

Below is the full list of system emails available in the platform, as shown in the System Emails panel.

Account & Member Emails

• Double opt-in: confirmation

  Sent to confirm a user’s email address during signup.

• Member registration approved

  Sent when a membership request is approved.

• Member Password recovery

  Sent when a user requests a password reset, or when an admin adds a contact to a member group for the first time. In the latter case, the email invites the contact to create their member account by setting a password.

Orders & Payments

• New order

  Sent when a customer places a new order.

• Order completed

  Sent when an order is successfully completed.

• Order cancelled

  Sent when an order is cancelled.

• Order shipped

  Sent when a physical order is marked as shipped.

• Digital Product/Membership Access

  Sent with access instructions for digital products and membership products

• Subscription failed to renew

  Sent when a recurring payment fails.

Bookings & Appointments

• New appointment

  Sent when a new appointment is booked.

• Appointment reminder

  Sent as a reminder before a scheduled appointment.

Community & Engagement

• Community mention

  Sent when someone mentions you in the community.

• Replied to you

  Sent when someone replies to your post or comment.

• Community Request Approved

  Sent when a community access request has been approved, informing the user that they can now access the community.

Editing or Disabling a System Email

For each system email, you can:

• Open the email template
• Customize the subject line and content
• Disable the email entirely

If disabled:

• The system will not send that email

  You can replace it with:

  • A custom email campaign
  • An automation workflow
  • A more advanced, branded email experience

When Should You Use System Emails?

System emails are ideal when you want:

• Reliable, event-based communication
• Minimal setup
• Essential transactional messaging handled automatically

They are especially useful for:

• Order confirmations
• Account security emails
• Booking notifications
• Community alerts

When Should You Replace Them with Custom Emails?

You may want to disable system emails and use your own when:

• You need advanced branding or layout
• You want conditional logic or personalization
• You want to bundle messages into sequences
• You are running a highly customized customer journey

Summary

System Emails allow you to:

• Control all automatic emails sent by the platform
• Edit or disable individual system-triggered messages
• Decide between simplicity (system emails) and flexibility (custom automations)

By reviewing and configuring your System Emails, you ensure that:

• Users receive the right messages at the right time
• Your brand voice stays consistent
• Critical communication never falls through the cracks

System Emails are the foundation of your transactional communication—simple, powerful, and fully under your control.