Notifications & Emails

MemberZone sends email notifications to keep both business owners and members informed about important events. This guide covers every email type and how to send yourself a test.

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Testing an Email

Every transactional email is under Marketing > Transactional, grouped by category (Sign-in & access, Membership lifecycle, Orders & fulfillment, Releases & selections, Billing & payments, Team & account, Program setup, Storefront & leads and Internal notifications). To see one in your inbox:

1. On the email's card, click Send test. You need the Test Emails permission, and some emails can't be sent as a test.
2. The Send test email sidebar opens. Recipient starts with your own address; change it if you like.
3. If the email is about a program, pick one under Program (only programs of the right type are listed). If it differs for pickup and shipping, choose under Fulfillment.
4. Click Send test.

The test uses your current template, branding and sample details. Old links to /dashboard/business/emails open this page.

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Member Emails for Clubs, Memberships and Programs

Email	When it's sent	Which programs
Welcome Email	A new member joins. For a release program, its billing and fulfillment read "Per" and your word for a release (for example "Per Shipment" or "Per Delivery")	All
Item Selection	Members need to make their selections	Subscriptions with Customer Choice
Payment Failed	A member's payment is declined	Subscriptions and membership-only programs
Cancellation Confirmation	A membership is cancelled	All
Club Switched (in your word)	A member is moved to a different program	Subscriptions and membership-only programs
Tier Changed (in your word)	A member's tier is upgraded or downgraded	Subscriptions and membership-only programs
Membership Paused	A membership is paused	Subscriptions and membership-only programs
Membership Resumed	A paused membership is resumed	Subscriptions and membership-only programs
Membership Reactivated	A cancelled membership is reactivated	Subscriptions and membership-only programs
Card Collection	Asking a staged member for a payment method	All
Pickup Ready	Items are ready for pickup. It shows the pickup location's note for the program's frequency first (when one is switched on under the location's Pickup schedule by frequency), then the location's pickup instructions	Subscriptions with pickup
Ready for Shipping	An order is prepared and ready to ship	Subscriptions with shipping
Shipment Sent	A package ships, with its tracking number	Subscriptions with shipping

The cancellation confirmation (subject "Membership Cancelled - {program}") goes to members of release programs as well as subscriptions, whoever cancels. A program switch doesn't send it.

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Store Emails

Email	When it's sent
Order Confirmation	A store order is placed
Pickup Ready	A store order is ready for pickup
Ready for Shipping	A store order is ready to ship
Shipment Sent	A store order has shipped, with tracking

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Release Emails

Email	When it's sent
Release Opened	A new release opens for member selections
Selection Reminder	3 days before the selection deadline, to remind members to finish their selections
Order Confirmed	A release order payment is confirmed
Order On Hold	A release order payment fails
Release Cancelled	The business cancels a release
Ready for Pickup	A release order is ready for pickup
Ready for Shipping	A release order is ready to ship
Shipment Sent	A release order has shipped, with tracking
Unclaimed pickup shipping	The business switches a release pickup nobody collected to shipping, if they choose to email members

Shipment Sent (subscription, store and release shipments) includes an Adult Signature Required note only when the goods are age-restricted: your business sells alcohol, cannabis or tobacco, or the member's tier requires age verification. It reads "Someone {age}+ must be present to sign for this delivery", with your business's minimum age where the shipment goes: 21 in the US, and the province's age in Canada (for example 19+ in Ontario, 18+ for alcohol in Quebec). Other businesses' shipment emails don't show it.

The same rule applies to Pickup Ready ("Please bring a valid ID when picking up your order") and Ready for Shipping ("Please note that an adult signature will be required for delivery as this order contains age-restricted items."): those notes appear only for age-restricted orders, from a business in an age-restricted vertical or a tier that requires age verification.

Unclaimed pickup shipping ("Your order is on its way to you") tells the member their release order hasn't been picked up, so it's being shipped to them instead. It shows the order number and the address, and one of: the shipping charged to their card on file, that shipping is free (waived), or that their card couldn't be charged for shipping and they should update their payment method. It says tracking follows once the package ships, adds "An adult signature is required for delivery." when their tier requires age verification, and links to their membership. In a member's email history it reads Switched to Shipping.

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Emails for Businesses

Business owners receive these emails automatically:

• Program needs changes (in your word, such as Club needs changes; subject "Your club "{name}" needs a few changes") - When the MemberZone team returns a program at review. It goes to your business's contact email with the team's note under What to fix and a Fix and resubmit button that opens the program in HQ. Fix it, then click Resubmit for review on the last step. See Fixing and Resubmitting a Rejected Program.

• New member enrollment - When someone joins your club. When the program asks signup questions, it lists the new member's Signup Answers.

• Cancellation notice - When a membership is cancelled, by your team, by the member or when a scheduled cancellation takes effect. Release memberships send it too. Moving a member to another program doesn't.

• Payment failure alerts - When a member's payment fails

• Members without a card - Once a day at 9 AM, when there is something to report: members who reached their renewal date without a card (now on hold) and members who couldn't be reminded because they have no real email address

• Bulk operation completion - Summary of batch operations (e.g., bulk charge, bulk fulfillment)

• Team invitation - When someone is invited to join your team

• Role changes - When a team member's role is updated

• Inventory shortage - Once a day around 6:30 AM, when items synced from Toast, Square, Lightspeed or Clover have more units reserved for member orders than the register has on hand. It names the register to fix the count in, with a Register column when it lists items from more than one. Toast also sends it as soon as a count drops short. Shift4 items aren't covered, since their counts don't sync. See Inventory Shortage Email.

• Shortage alerts - When inventory is low for upcoming fulfillment

Team emails that can be turned off (such as New member notification (merchant) and Members without a card) are under Marketing > Transactional, in Internal notifications. Open one and use its switch. Their wording is managed by MemberZone.

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Card Emails for Members Without a Card

These emails cover members who have no card on file. They're under Marketing > Transactional:

Email	Category	Who gets it	When
Add payment method	Billing & payments	The member	When staff send a card link, or the member asks for a new one
Add a card reminder	Billing & payments	The member	14 days and 3 days before their paid-through date or first charge (or the days set in your card email settings), at 9 AM business time
Add a card to keep your membership (in your business's word, such as club)	Billing & payments	The member	Once, when their renewal arrives with no card and the membership goes on hold
Members without a card	Internal notifications	Your contact email	Daily at 9 AM business time, only when there is something to report

Each member email has an Add your card link. Adding the card charges what's owed and resumes an on-hold membership automatically. Comps are never sent these emails. See Members Without a Card.

Card email settings

Businesses set how these member emails work under Settings > Communication, Card emails (needs the Manage Group Settings permission):

• Card links work for: 1 hour to 30 days. The default is 72 hours (3 days). Each email says how long its link works.
• Intro (optional): a line in the business's own words at the top of each add-your-card email, up to 1,000 characters. It's included even in emails the business has customized.
• Reminders before the card is needed: up to five, each 1 to 60 days before. The default is 14 and 3 days; with none, no reminders are sent.

Expired card links

For members: if your Add your card link has expired, open it anyway and click Send me a new link. A new link is emailed to the address the business has on file for you. You can ask once every 10 minutes and up to 3 times a day; if you've reached the limit or there's no email address on file, contact the business. An email that bounced or failed to arrive doesn't count toward the limit.

Placeholder addresses are never emailed

Some imported members (for example phone-only loyalty members from your POS) have a placeholder address instead of a real email. MemberZone never sends any email to a placeholder address, and a card link can't be emailed to them until you add their real email. Members without a card who have a placeholder address are listed in the Members without a card email so you can reach them another way.

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Who Members Reply To

Emails sent in a business's name (welcome, billing, shipment and other member emails) carry the business's name as the sender. When a member hits reply, the reply goes to the business's Contact email (set by the business in Settings, Contact), not to MemberZone, even though the email itself may come from a shared MemberZone address. An email that names its own reply address, such as an Inbox message, keeps that address.

For businesses: keep your contact email current, because that is where member replies land.

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Selection Reminders

For clubs with Customer Choice templates, an automated reminder is sent 3 days before the selection deadline. This gives members time to make or update their selections before the default is applied.

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Dates, Deadlines and Send Times

Emails read on the business's calendar, in the business's time zone, so a member and the business see the same day:

• Deadlines show the time and the zone, for example "Oct 15, 11:59 PM PT", in the release-opened, selection reminder and Customer Choice selection emails. A member in another zone knows exactly when selections close.
• Charge, payment failure, pause, switch and cancellation emails show the business's dates. A billing date reads as the date the charge is scheduled for.
• Team invitations last 7 days, and the email shows the expiry date on the business's calendar.

Daily emails go out once a day at a set local time for the business: birthday bonuses around 6 AM, the inventory shortage alert around 6:30 AM, card reminders (on the days set under Settings > Communication) and the Members without a card email at 9 AM, pickup reminders around 9:30 AM, and anniversary and win-back emails around 10 AM. See Time Zones.

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Notification Preferences

Members can manage their notification preferences from their account settings.

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Email Design System

MemberZone's transactional emails share a single visual system so club, store, and release messages all feel cohesive.

• Cream masthead and serif greeting - Every email opens with a clean cream-colored masthead carrying your business logo, followed by a personalized serif greeting.
• Shared layout pieces - Detail cards (e.g., order summary, shipping address), call-to-action buttons, and callout boxes are pulled from one shared library, so a release-opened email and an order-confirmation email use the same building blocks.
• Brand color injection - The primary call-to-action color (e.g., the Retry Payment or Make Your Selection button) is sourced from your business branding settings. If you change your brand color, all transactional emails update automatically.
• Mobile-first layout - Tables, cards, and CTAs are stacked on phones so members reading on mobile aren't pinch-zooming.
• Default styles - Under Marketing > Email settings, the Default styles section ("The default look for each type of content. Override any block while editing a template.") sets the font, size, weight, color and alignment for Headings, Body text, Buttons and Highlights across your emails. Click Save settings to keep them ("Email settings saved"). You can still override any single block while editing a template.

You can check the current visual style of any email by sending yourself a test from Marketing > Transactional (see Testing an Email). If you've updated your branding and want to spot-check the new color, send a test of any email that includes a button and look at the button color in your inbox.

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Emails Speak Your Language

Every transactional email is written in the vocabulary of your business type, including the parts you can't edit (detail tables, buttons, subject lines). A winery's welcome email says "Welcome to your club" with a Tier row and a Let's See My Club button; the same email for a spa says "Welcome to your membership" with a Membership Level row and a Let's See My Membership button. A roaster reads "bags", a bakery "boxes", a farm "shares".

The wording comes from the business type set on your account, so nothing needs to be configured. Four words change throughout: what your whole offering is called (club / membership / program), what a single tier is called (tier / plan / membership level), what a single item is called (bottle / bag / box / service), and what one recurring occurrence is called (shipment / delivery / release / billing period). The fulfillment verb follows too - "shipped" for a roaster, "delivered" for a bakery.

When you edit an email in the template builder, these words appear as insertable variables (for example Offering word, Cycle word) so your own copy stays consistent with the locked platform copy around it. Names in the preview canvas also use examples from your vertical rather than generic placeholders.

Money in your currency

Every amount in an email or receipt is written in your business's currency, with thousands separators: "$1,234.50" for a US business, "CA$1,234.50" for a Canadian one. That covers prices, charges, refunds, balances and totals in member emails, the emails your business receives, and receipt PDFs. The email telling you a program was approved shows its real price range in your currency.

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Release Magic-Link Sign-In

When you open a release, the release-opened email can include a per-member multi-use sign-in link that drops the member straight into the selection page (Customer Choice) or membership page (Exact Set) without typing a password. The link is valid for 30 days and works for repeat clicks. See Accounts & Authentication for the magic-link mechanics, and Releases for the per-release toggle.

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Ops Tools (Email Failure Recovery)

When email-provider issues cause delivery failures, MemberZone's ops team can replay failed transactional emails directly from the database without re-running any business logic. This means a Resend or SMTP outage doesn't lose member-facing notifications - once the provider recovers, the queued mail is re-sent. There's no member-facing setting for this; it's a recovery tool for the MemberZone ops team.