> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-5b02008a.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.
# Workflow triggers reference
> A complete reference of all available workflow triggers, when they fire, and common use cases.
This page lists every trigger available in [automated workflows](/integrations/workflows). Each trigger fires when a specific event occurs, and you can attach one or more workflow communications to any trigger.
## 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](/customers/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](/pricing/memberships) 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](/customers/waivers) to complete | Send a reminder with a direct link |
| **Waitlist spot available** | A spot opens on a [waitlisted](/activities/waitlists) 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
Learn how to create, configure, and manage workflows.
Understand the automatic emails Sailia sends.