Locate Email Templates

A welcome email is sent automatically when new members sign up online. The default welcome email message includes the login credentials the member can use to login to their account.

To locate and edit this template:

1. Go to MembershipWorks > Labels & Membership and click on Membership Levels in the gray box if it is not already selected.
2. Click on a membership level on the right.
3. Click the Actions tab at the top.
4. The welcome email template is at the bottom of the first box which is titled When a member signs up online.
   
5. Edit this email template as needed and then scroll down and click the Save & Close button at the bottom of the window to save your changes.

Renewal and past due notices are sent based on the number of days before or after the member’s renewal date that have been specified. We do not add any renewal or past due notices automatically, so you will need to add these in the Membership Level settings if you want members to receive the notices.

When adding a renewal or past due notice, you will see a default email message which includes tags that will insert the date the membership expires [end], their membership level [label], and the price/interval of the membership [amt]/[itv]. You can click the blue Tags link below the email template to view other tags that can be inserted into this email.

You can also select which members you want to receive the notice based on their billing option. For example, in the screenshot above, the admin can uncheck all of the selected billing options (in green) except Recurring Credit Card to send the renewal notice only to members who have selected this method of payment.

To locate and add, edit or remove renewal and past due notices:

1. Go to MembershipWorks > Labels & Membership and click on Membership Levels in the gray box if it is not already selected.
2. Click on a membership level on the right.
3. Click the Renewal Notices tab at the top.
4. Click + Add Renewal/Past Due Notice or click on an existing renewal/past due notice.
5. Next to Notification type, select Upcoming renewal notice or Past due notice from the dropdown.
6. Next to Send, enter the number of days before or after the member’s renewal date when you want the notice to be sent. If you enter 7 in this field and Upcoming Renewal Notice is selected for the notification type, the notice will be sent 7 days before the member’s renewal date. If you enter 7 and Past due notice is selected for the notification type, the notice will be sent 7 days after the member’s renewal date.
7. Next to Send notices to members on, you will see that all of the billing options, include Manual Billing, are selected. You can uncheck some of the billing options if you want the notice to be sent members on one particular billing option (e.g. Check, Recurring Credit Card, etc). However, if you uncheck any billing options, you will want to add a separate renewal notice to go out to members on those billing options.
8. Edit the content in the Email subject field and Email message box as needed and click OK when complete.
9. Repeat steps 4-7 to add or edit additional notices.
10. Click Save Notices & Next when complete to save all of the notices and then click Close.

When a member renews their account, they will receive a payment receipt email automatically (click Membership form/renewal payment receipt below for more information about the payment receipt template).

In addition to the payment receipt, you can also choose to send a renewal confirmation email. This is most often used by organizations who would like to send a more personal email thanking the member for renewing and to include information related to the membership level such as the benefits of the membership level. This email is optional so the email template is blank by default. If it is left blank, members will only receive the payment receipt email after renewing.

To locate and edit the renewal confirmation email:

1. Go to MembershipWorks > Labels & Membership and click on Membership Levels in the gray box if it is not already selected.
2. Click on a paid membership level on the right.
3. Click the Actions tab at the top.
4. Go to the box titled When member makes a renewal payment. The renewal confirmation email is located at the bottom of this box.
   
5. Under Send user the following email after payment, enter a subject line for the email and then enter your email message in the email template box.
6. Click Save & Close at the bottom of the page.

You can send an automatic email when a member upgrades or downgrades to a particular membership level. Many customers choose to add this email to confirm the member has switched levels successfully and to include details about the new level. This email can also be useful if you have set up a free Cancel membership level that will allow your members to cancel their own account. In this case they will not receive a payment receipt because the Cancel membership is free, so this email can be used to let them know that they have canceled their account successfully.

This email is optional so the email template is blank by default. If it is left blank in the membership level settings, members will not receive an email confirming that they have switched membership levels.

To locate and edit the upgrade or downgrade confirmation email:

1. Go to MembershipWorks > Labels & Membership > Membership Levels.
2. Click on a membership level on the right.
3. Click the Actions tab at the top.
4. Go to the box titled When member switches to this level from another level. The upgrade/downgrade confirmation email is located at the bottom of this box.
   
5. Under Send user the following email after switch, enter a subject line for the email and then enter your email message in the email template box.
6. Click Save & Close at the bottom of the page.

A payment receipt is automatically emailed to members after they have made a membership payment. The default payment receipt includes the member’s membership level, payment date, total, and billing method. It also includes a link to your website.

Here is an example of the default payment receipt members receive.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, note that Membership form/renewal payment receipt is the default selection, so you will see this email template below the dropdown.
   
3. Click the Tags link located below the email template box to view the tags that can be added to customize the receipt. For example, if you would like to add a line item table that lists the purchases in a table display, you can add the [itemtable] tag. If you would like to add the member’s account name, you can add the [nam] tag.
4. Click the Save Template button on the left when complete.

Here is an example of the default refund receipt members receive.

To locate and edit the membership refund receipt:

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Membership form/renewal refund receipt from the dropdown.
   
3. Click the Tags link located below the email template box to view the tags that can be added to customize the receipt. For example, if you would like to add a line item table that lists the refund in a table display, you can add the [itemtable] tag. If you would like to add the member’s account name, you can add the [nam] tag.
4. Click the Save Template button on the left when complete.

Daily Membership Summary Email

Admins can receive a daily membership summary at the end of the day that includes the list of new members who signed up that day, members who renewed, past-due accounts, and list of renewal and past-due notification emails that were sent out. This email cannot be customized.

To receive this notification email:

1. Sign into MembershipWorks as the primary admin.
2. Go to Organization Settings > Integrations > Email Notifications.
3. Next to Membership Notification Email, enter one or more email addresses that you want to receive the daily membership summary. If entering multiple email addresses, separate the emails by commas with no space between the emails and the comma.
   
4. Click Save & Continue at the bottom of the page.

New member notification email

In addition to the daily membership summary, admins can also receive a notification each time a member signs up for a particular membership level. This email template can be customized.

To receive this notification:

1. Go to MembershipWorks > Labels & Membership and click on Membership Levels in the gray box if it is not already selected.
2. Click on a membership level on the right.
3. Next to Notify email, enter one or more email addresses that you want to be notified whenever a member signs up to this level. If entering multiple email addresses, separate the emails by commas with no space between the emails and the comma.
4. Click Save & Continue and then click Close.
5. Repeat these steps for each membership level that has online signup enabled.

To locate and edit the new member notification email:

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
2. On the right, click the dropdown under Template and select Admin new member notification.
   
3. Edit the content in the Email message box as needed.
4. Click the blue Save Template button on the left when complete.

To locate and edit this email template:

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Auto recurring payment failed notice from the dropdown.
   
3. Click the Tags link located below the email template box to view the tags that can be added to customize the receipt. For example, if you would like to add the member’s account name, you can add the [nam] tag.
4. Click the Save Template button on the left when complete.

When this email is triggered the [url] tag will be populated with a specifically generated URL from Stripe, so the user will be directed to that URL (which is on Stripe) to verify their card. For this reason, if you are customizing this email you should not remove the [url] tag.

To locate and edit this email template:

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Auto recurring payment action required notification from the dropdown.
   
3. Click the Tags link located below the email template box to view the tags that can be added to customize the receipt.
4. Click the Save Template button on the left when complete.

Event registrants will receive a confirmation email automatically after registering. This email can also be sent to additional attendees if the option Send confirmation email to all attendees has been enabled under the Ticketing tab.

If the registrant has made a payment, they will also receive an event payment receipt in addition to the confirmation email.

Each event has a separate confirmation email template so the confirmation email can include information specific to the event (e.g., venue information, parking instructions, etc). You can also add Tags to customize this email such as a QR code Tag that will generate a unique QR code that can be used to check the member in at the event. Here is an example of a confirmation email with a QR code added.

1. Go to MembershipWorks > Event List and click on an event.
   
2. Click the Advanced tab at the top.
3. Go to the box titled Confirmation Email.
   
4. Edit the email as needed. Click the Tags link in the toolbar to add tags such as the Event check-in QR code tag to the email.
5. Click Save.

If a payment is made when a user registers for an event, they will receive a payment receipt along with the event confirmation email.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Event registration payment receipt from the dropdown.
   
3. Edit the email as needed.
4. Click Save Template on the left when complete.

After issuing a full or partial refund for an event registration, the registrant will automatically receive a refund receipt email letting them know that their refund was successfully processed and the amount of the refund. This email can be customized to include more information.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Event registration refund email from the dropdown.
   
3. Edit the email as needed.
4. Click Save Template on the left when complete.

Event registrants who have registered for a paid event but did not make a payment will receive a payment due email if you have added one in the system.

The payment due email is automatically sent when the following actions occur:

• An admin has added the user’s registration and selected Mark as payment owed in the payment field.
• The option Allow offline payment is enabled under the event’s Advanced tab and the user has selected to pay offline.

Note that it is not possible to link an invoice to an event registration, however the payment due email serves as a reminder of the payment due in lieu of an invoice and can include payment instructions.

There is not a default email message in this template as there is in many of our other templates. This means that if you allow offline payments for events and you want registrants who do not pay by credit card to receive a payment due email, you will need to add an email message to this template in advance.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Event registration payment due email from the dropdown.
   
3. Add or edit the email subject and message as needed. Click the Tags link below the email message box to customize the email. For example, adding the [due] tag will insert the payment due amount in the email.
4. Click Save Template on the left when complete.

It’s not possible to customize this email. Below is an example of the email that registrants will receive if the date and/or time of an event has been changed after they have registered.

This email will only be sent to users who registered for the event before the date or time was changed. The new date and time will be automatically included in the event confirmation email for users who register after the date or time was changed.

Follow the steps below to locate and edit this email template.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, select Admin new event registration notification from the dropdown.
3. Edit the email as needed.
4. Click Save Template on the left when complete.

To notify admins when a user registers for any event:

1. Login to MembershipWorks as the primary admin.
2. Go to MembershipWorks > Organization Settings.
3. Click the Integration tab at the top (Note that if you are not signed in as the primary admin, you will not see this tab under Organization Settings).
4. Go to the box titled Email Notifications.
5. Next to Event notification email, enter the email address(es) you want to be notified when a user registers for an event. If you are entering multiple email addresses, separate them with a comma with no space between the comma and the email addresses.
6. Click Save & Continue at the bottom.

If you want admins to only receive registration notifications for a particular event instead of all events, you can follow the steps below. Following these steps will override the event notification sent to email addresses added under Organization Settings > Integration > Email Notifications > Event notification email. For this reason, in step 4 below you should include all of the email addresses that you want to be notified of this event’s registrations.

1. Go to MembershipWorks > Event List and click on the event.
2. Click the Advanced tab at the top.
3. Go to the box titled Advanced Registration Options.
4. Under Event registration notification email addresses (overrides default), enter the email address(es) you want to be notified when a user registers for this event. If you are entering multiple email addresses, separate them with a comma with no space between the comma and the email addresses.
5. Click Save when complete.

1. Go to MembershipWorks > Forms Carts Donations and click on a form on the right.
2. Click the Settings tab at the top.
3. Go to the box titled Email Receipt.
   
4. Enter what you would like the email subject line to say under Subject line for email and enter the email message in the box under Message for email. Click the blue Tags link directly below the email message box to view the tags that can be added to this email template.
5. Click Save when complete.

If you have added multiple items in the form and would like a different email receipt sent based on which items the user selected, you should leave this main email receipt blank and customize the Item specific email receipt (see below) instead. If you add an email message in both the main Email Receipt and the Item specific email receipt templates, users will receive two email receipts which may be confusing.

1. Go to MembershipWorks > Forms Carts Donations and click on a form on the right.
2. Click the Items tab at the top.
3. Click on an existing item.
4. Click the Receipt tab at the top.
   
5. Enter what you would like the email subject line to say under Subject line for email and enter the email message in the box under Message for email. Click the blue Tags link directly below the email message box to view the tags that can be added to this email template.
6. Click Save when complete.

If you have enabled the option to Allow offline payment in the form’s settings, you can add a Payment Due email that will be sent automatically to users who have selected to pay offline. This email can include the amount of the purchase and the balance that is due in addition to providing details on how to make a payment.

1. Go to MembershipWorks > Forms Carts Donations and click on a form on the right.
2. Click the Settings tab at the top.
3. Go to the box titled Payment Settings.
4. Click to select Allow offline payment.
   
5. Enter what you would like the email subject line to say under Subject line for payment due email and enter the email message in the box under Message for payment due email. You can add the same tags to this email template as you can add to the main Email Receipt. To view the available tags, scroll down to the Email Receipt box below this and click the blue Tags link directly below the email message box.
6. Click Save when complete.

When a credit card payment is refunded under Forms Carts Donation, the user will receive a refund receipt email automatically.

1. Go to MembershipWorks > Customizations and click on Emails in the gray box.
2. Under Template on the right, click to select Forms/Carts/Donations refund receipt from the dropdown.
   
3. Edit the content in the Email subject field and Email message box as needed. 
4. Click the Save Template button on the left when complete.

This email is sent after one of the following actions occur:

• An admin manually adds a donation payment to a member’s timeline and selects to send a payment receipt.
• An admin clicks on a donation payment in the member’s timeline and clicks the Email button below the payment details to send or re-send a receipt.

1. Go to MembershipWorks > Customizations and click on Emails in the gray box.
2. Under Template on the right, click to select General donation receipt from the dropdown.
   
3. Edit the content in the Email subject field and Email message box as needed.
4. Click the Save Template button on the left when complete.

• An admin refunds a credit card payment for a donation that was manually added to the member’s timeline. This is not the template that is used when refunding credit card payments for donations made through a form under Forms Carts Donations. In that case, the email template that is used is the Forms refund receipt.
  
• An admin adds a negative payment entry in the member’s timeline to refund/offset an offline donation payment (e.g. check, cash, etc) .

1. Go to MembershipWorks > Customizations and click on Emails in the gray box.
2. Under Template on the right, click to select General donation refund receipt from the dropdown.
   
3. Edit the content in the Email subject field and Email message box as needed.
4. Click the Save Template button on the left when complete.

This email is sent after one of the following actions occur:

• An admin manually adds a payment directly in a member’s timeline that includes items classified as cart, other, or a combination of categories (e.g. cart and donation) and selects to send a payment receipt.
• An admin clicks on a payment in the member’s timeline that includes items classified as cart, other, or a combination of categories and clicks the Email button below the payment details to send or re-send a receipt.

1. Go to MembershipWorks > Customizations and click on Emails in the gray box.
2. Under Template on the right, click to select General cart/other payment receipt from the dropdown.
   
3. Edit the content in the Email subject field and Email message box as needed.
4. Click the Save Template button on the left when complete.

• An admin refunds a credit card payment that was manually added to the member’s timeline and includes items classified as cart, other, or a combination of categories (e.g. cart and donation). This is not the template that is used when refunding credit card payments made through a form under Forms Carts Donations. In that case, the email template that is used is the Forms refund receipt.
  
• An admin adds a negative payment entry in the member’s timeline to refund/offset an offline payment (e.g. check, cash, etc) for items classified as cart, other, or a combination of categories.

1. Go to MembershipWorks > Customizations and click on Emails in the gray box.
2. Under Template on the right, click to select General cart/other refund receipt from the dropdown.
   
3. Edit the content in the Email subject field and Email message box as needed.
4. Click the Save Template button on the left when complete.

• An admin clicks on an unpaid invoice in the member’s timeline and clicks the Email button at the bottom of the invoice details to send the invoice.
• The Allow members to request/generate invoice setting is enabled in the Membership Level billing options and a member requests an invoice.
  

1. Go to MembershipWorks > Customizations and click on Emails in the gray box.
2. Under Template on the right, click to select Invoice from the dropdown.
   
3. Edit the content in the Email subject field and Email message box as needed. Click the blue Tags link directly below the message box to view all of the tags that are available for this template.
4. Click the Save Template button on the left when complete.

This email is sent after one of the following actions occur:

• An admin manually records an invoice payment and selects the option Send payment receipt. To record an invoice payment, click the Create New Entry button above the member’s timeline and select Invoice Payment next to Type.
• A member logs into their account and pays the invoice.
• Someone clicks the direct payment link (if this has been added on the invoice template) on an invoice and makes an online payment. In this case, the user will have the option to enter the email address where they want the receipt sent.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, click to select Invoice payment receipt from the dropdown.
   
3. Click the Tags link located below the email template box to view the tags that can be added to customize the receipt.
4. Click the Save Template button on the left when complete.

This email is sent when an admin issues a full refund for an invoice that was paid by credit card.

1. Go to MembershipWorks > Customization and click on Emails in the gray box.
   
2. Under Template on the right, click to select Invoice payment receipt from the dropdown.
   
3. Click the Tags link located below the email template box to view the tags that can be added to customize the receipt.
4. Click the Save Template button on the left when complete.

This confirmation receipt is automatically sent when a user posts a new listing on a board and they do not have a payment due. This could be because a posting fee has not been added in the board settings, making it free to post a listing. It could also be because a posting fee has been added and the user paid with a credit card or has received a 100% member discount or applied a 100% discount code.

If the option require admin approval to display has been enabled in the board’s settings, this email can include information letting the user know that their listing will be activated after it has been approved. Upon approval, the Confirmation when listing activated email will be automatically sent.

1. Go to MembershipWorks > Jobs/Other Boards and click on a board.
2. Click the Settings tab at the top.
3. Go to the box titled Emails.
4. Go to the email titled Confirmation/receipt when new listing posted (no payment due).
   
5. Enter what you would like the email subject line to say under Subject line for email and enter the email message in the box under Message for email. 
6. Click Save when complete.

This email is automatically sent when a user posts a new listing on a board and they have a payment due. This will apply if a posting fee has been added in the board’s settings and one of the following has occurred:

• The option allow offline payment has been enabled in the board’s settings and the user has selected to pay offline.
• An admin has added a listing on the admin side for a user and has selected Mark as payment owed in the payment settings.

1. Go to MembershipWorks > Jobs/Other Boards and click on a board.
2. Click the Settings tab at the top.
3. Go to the box titled Emails.
4. Go to the email template titled Confirmation when new listing posted (payment due).
   
5. Enter what you would like the email subject line to say under Subject line for email and enter the email message in the box under Message for email. 
6. Click Save when complete.

This email is automatically sent when:

• The option require admin approval to display has been enabled in the board’s settings and an admin has approved the listing.
• The user selected to pay offline and an admin has marked the payment received.

1. Go to MembershipWorks > Jobs/Other Boards and click on a board.
2. Click the Settings tab at the top.
3. Go to the box titled Emails.
4. Go to the email template titled Confirmation when listing activated (approved and/or fee due paid).
   
5. Enter what you would like the email subject line to say under Subject line for email and enter the email message in the box under Message for email. 
6. Click Save when complete.