Booking triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Booking confirmed | A customer completes payment for a booking | Send a welcome email with what to bring |
| Basket created | A new basket is created and awaiting payment | Send a payment reminder |
| Basket expired | A pending basket passes its expiry time without payment | Prompt the customer to rebook |
| Invoice pending | An invoice is raised and awaiting payment | Notify the customer of the outstanding invoice |
| Invoice overdue | An invoice passes its due date without payment | Send a follow-up payment reminder |
Course and session triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Course starting | A set time before (or after) the first session of a course | Send a reminder 24–48 hours before |
| Course ending | A set time before (or after) the last session of a course | Send a thank-you email with rebook link |
| Course start waiver reminder | Before a course starts, only for customers with incomplete waivers | Remind customers to complete their waiver |
| Session starting (instructor) | Before an individual session begins | Notify the instructor with register link and location |
Group booking triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| New group booking | A group booking is paid | Prompt the organiser to complete participant details |
| Group booking reminder | Before the first session, if participant details are still incomplete | Follow-up reminder for missing details |
Membership triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Membership requested | A customer submits a new membership request | Send a confirmation that the request is being reviewed |
| Membership started | A membership becomes active | Send a welcome email with membership benefits |
| Membership renewal | A set time before a membership’s billing cycle renews | Notify members before their next charge |
| Membership rejected | A membership request is rejected | Inform the customer with next steps |
| Membership cancelled | A membership is cancelled | Send a farewell email or win-back offer |
| Membership past due | A membership payment fails and the subscription becomes past due | Alert the member to update their payment method |
| Membership payment info required | A membership requires updated payment details | Prompt the customer to update their card |
Instalment triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Instalment due | An instalment payment becomes due | Remind customers about upcoming payments |
| Instalment paid | An instalment payment is successfully collected | Confirm the payment was received |
| Instalment plan started | A new instalment plan is created | Outline the payment schedule |
| Instalment plan completed | All instalments in a plan are fully paid | Confirm the plan is complete |
| Instalment plan abandoned | A plan is terminated due to missed payments | Notify the customer and explain next steps |
Account triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| New client account | A new customer account is created | Send a welcome email with booking page link |
| New staff account | A new staff member account is created | Send onboarding instructions |
Waiver and waitlist triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Waiver pending | A customer has outstanding waivers to complete | Send a reminder with a direct link |
| Waitlist spot available | A spot opens on a waitlisted session | Notify the customer to book |
Qualification triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Qualification expiry | A set time before (or after) a staff member’s qualification expires | Remind staff to renew certifications before they lapse |
Qualification merge fields
The qualification expiry trigger provides these merge fields for personalizing your messages:| Merge field | Description |
|---|---|
| Staff name | The name of the staff member whose qualification is expiring |
| Staff first name | The staff member’s first name (falls back to the full name if not recorded) |
| Staff last name | The staff member’s last name (falls back to the full name if not recorded) |
| Staff email | The staff member’s email address |
| Staff phone | The staff member’s phone number |
| Qualification name | The name of the qualification |
| Qualification expiry date | The expiry date of the qualification |
| Qualification certificate number | The certificate number, if one is recorded |
| Open in Sailia link | A direct link to the staff dashboard |
You can send qualification expiry notifications to the staff member, an admin, or both. Use the Staff email and Admin email recipient variables to control who receives the message.
Staff triggers
| Trigger | When it fires | Common use case |
|---|---|---|
| Instructor assigned | An instructor is assigned to a booking or session | Notify the instructor of their assignment |
| Availability request submitted | A staff member submits a time-off request | Alert admins to review the request |
| Availability request responded | An admin approves or rejects an availability request | Notify the staff member of the decision |
| Timesheet invoice submitted | A staff member submits a timesheet invoice | Alert admins to review the invoice |
| Timesheet invoice approved | An admin approves a timesheet invoice | Notify the staff member |
| Timesheet invoice rejected | An admin rejects a timesheet invoice | Notify the staff member with feedback |
| Timesheet invoice paid | A timesheet invoice is marked as paid | Confirm payment to the staff member |
| Timesheet invoice voided | A timesheet invoice is voided | Notify the staff member |
Related guides
Automated workflows
Learn how to create, configure, and manage workflows.
Notifications and emails
Understand the automatic emails Sailia sends.