Automatic emails help you stay connected with contacts without manual effort. Configure welcome emails and scheduled reminders.
Welcome Emails
What They Do
Welcome emails are sent immediately when someone joins your waitlist:
- Confirms they’re successfully added
- Shows their position number
- Provides a link to check status
Enabling Welcome Emails
- Go to Configure → Notifications
- Find Welcome Email
- Toggle it on
- Save
Welcome to Sunny Days Childcare!
Hi Emma,
Thank you for joining our waitlist! We're excited you're interested in Sunny Days Childcare.
Your current position
#5
in Toddlers at Main Campus
Customizing Welcome Emails
- Go to Configure → Email Templates
- Edit the Welcome Email template
- Modify the greeting and closing messages
- Use placeholders for personalization
- Save
Tip: Emails use your organization's brand color set in Organization Settings.
Scheduled Reminders
What They Do
Reminders are sent periodically to keep contacts engaged:
- Remind them they’re still on the waitlist
- Encourage them to update information if needed
- Allow them to remove themselves if no longer interested
Setting Up Reminders
- Go to Configure → Notifications
- Toggle on Send periodic reminder emails
- Set the frequency in days (minimum 30 days)
- Save
Reminder Settings
Minimum 30 days
Choosing the Right Frequency
| Days | Best For |
|---|---|
| 30 | Most organizations |
| 60 | Longer waitlists |
| 90 | Low-urgency situations |
Tip: 30 days works well for most organizations. Shorter intervals may feel excessive.
What Reminders Include
- Current position (if applicable)
- Link to check status
- Option to remove themselves from the waitlist
Who Receives Reminders
Reminders are sent to:
- Entries with active statuses
- Entries that haven’t been reminded within the frequency period
They’re NOT sent to:
- Completed entries
- Removed entries
Disabling Automatic Emails
If you prefer manual control:
- Go to Configure → Notifications
- Toggle off Welcome Email and/or Reminder Emails
- Use manual notifications instead (see Sending Notifications)
Email Deliverability
To ensure emails are delivered:
- Emails are sent from a verified domain
- Formatted to avoid spam filters
- Recipients should add your email to their contacts
Note: If contacts report not receiving emails, ask them to check spam folders and add your organization's email to their contacts.
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