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 |
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.