> ## Documentation Index
> Fetch the complete documentation index at: https://orgo.space/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# System emails
> Every automatic email Orgo sends, what triggers it, when timed ones run, and which can be switched off
System emails are the messages Orgo sends on its own: nobody presses send. This
page lists them, says what makes each one go out, and shows which you can turn
off.
**Built for** admins who need to know exactly what their members are receiving.
**Replaces** guessing from the support inbox.
The switches live at **Settings** → **Notifications & Email Campaign** →
**Emails Config** (`/tenants/modules/emails/system-emails`) and need ADMIN\_TENANT.
Changes save as you flip them.
***
## How the switches work
A **category switch** on the Emails Config screen covers a group of related
emails: turning off **Membership Renewal Reminders** silences all fourteen
reminders, personal and company. A **per-email switch** sits in the header of each
card in [Email Templates](/docs/platform/emails/email-templates) and beats the category
switch in both directions, so you can leave the reminder category on and silence
only the 30-days-after one.
A switched-off email is not sent and no log row is written. Nothing queues up for
later.
Login codes, verification codes, multi-factor codes, password emails and
email-change confirmations always send. They have no switch, by design: a member
locked out of their account is not a preference.
***
## Members and accounts
| Email | Sent when | Category switch |
| ----------------------------- | --------------------------------------------------------------- | ----------------------------- |
| **Registration confirmation** | Someone registers and must confirm their address | Registration Confirmation |
| **Welcome** | A member's account becomes active | Welcome Email |
| **User invitation** | An admin invites someone to join | User Invitation |
| **Company invitation** | Someone is invited to join a company profile | User Invitation |
| **Account created by admin** | An admin creates the account rather than the member registering | User Created by Admin |
| **New member notification** | A new member registers, sent to admins | New Member Admin Notification |
| **Reactivation request** | A former member asks to come back, sent to admins | New Member Admin Notification |
| **Account deactivated** | An account is deactivated, sent to admins | none, always sends |
| **Family invitation** | A member invites a family member to link accounts | none, always sends |
***
## Sign-in and security
None of these can be switched off or edited. Seven of them are refused by the
platform outright if anyone tries to save a template for them; the event app code
has no card on the Email Templates screen and renders from the built-in template
like the rest.
| Email | Sent when |
| --------------------------- | ------------------------------------------------------- |
| **Login code** | A member requests a one-time code instead of a password |
| **Multi-factor code** | A member with MFA enabled signs in |
| **Email verification code** | A member confirms a new address |
| **Password reset code** | A member starts a password reset |
| **Password change code** | A member changes their password while signed in |
| **Password changed** | A password change is confirmed |
| **Email change request** | A member asks to change the address on their account |
| **Event app code** | A ticket holder signs in to the event app |
Login and multi-factor codes are never written to the log. The other
code-carrying messages (email verification, password reset, password change,
email change and the event app code) do get a row, but with the code stripped
from the subject and no body stored, so an admin reading the log cannot lift a
live code and take over an account. The two messages here that carry no code,
**Password changed** and **Email change request**, are logged in full like any
other email.
***
## Membership and fees
The renewal ladder runs once a day at 18:00 UTC and picks one message per member
based on how far the renewal date is away. All fourteen (seven here, seven for
companies) sit under the **Membership Renewal Reminders** switch.
| Reminder | Window |
| -------------------------- | -------------------- |
| **1 Month Reminder** | 24 to 30 days before |
| **7 Days Reminder** | 2 to 7 days before |
| **1 Day Reminder** | the day before |
| **Renewal Day Notice** | on the day |
| **Lapsed Reminder** | 1 to 7 days after |
| **14 Days After Reminder** | 8 to 14 days after |
| **30 Days After Reminder** | 15 to 30 days after |
Company memberships have their own ladder at 18:30 UTC, addressed to the company's
contact email, with the primary contacts and any additional addresses in copy.
When the company has no contact email, the first primary contact becomes the
recipient instead. A company with neither is skipped and nothing is sent.
| Other fee emails | Sent when | Category switch |
| ------------------------ | -------------------------------------------- | ------------------ |
| **Renewal Confirmed** | A recurring membership charge succeeds | Payment Success |
| **Renewal Failed** | A recurring membership charge fails | Payment Failed |
| **Fee Payment Approval** | An admin approves a recorded fee payment | none, always sends |
| **Invoice** | An invoice is emailed, with the PDF attached | none, always sends |
See [Renewals](/docs/platform/fees/renewals) for what a member experiences when a fee
lapses, and [Invoices](/docs/platform/fees/invoices) for invoice delivery.
***
## Events
| Email | Sent when | Category switch |
| -------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------ | ------------------------------- |
| **Event invitation** | A member is invited to an event | Event Invitations |
| **Free event registration** | Someone registers for a free event | Event Registration Confirmation |
| **Paid event registration** | A ticket purchase completes | Ticket Payment Confirmation |
| **Guest tickets** | A buyer's tickets are issued for other people | Event Invitations |
| **Ticket confirmed** | A ticket is confirmed for an attendee | Event Invitations |
| **Day-before reminder** | A published event starts tomorrow, sent only to people who registered more than 7 days in advance, once each | Event Reminders |
| **1-hour reminder** | An event with the one-hour reminder enabled starts in about an hour, checked every 10 minutes | Event Reminders |
| **Attendance reminder** | An event ended 24 hours ago and attendance still needs recording | Event Reminders |
| **Networking invitation, accepted, declined, cancelled** | A meeting request in the event app changes state | none, always sends |
***
## Applications, identity and documents
| Email | Sent when | Category switch |
| ----------------------------------------------------------- | ---------------------------------------------------------------- | ----------------------------- |
| **Adhesion pending review** | An application is submitted, sent to admins and HR | Adhesion Notifications |
| **Adhesion approved** | An application is approved | Adhesion Notifications |
| **Adhesion rejected** | An application is rejected | Adhesion Notifications |
| **Adhesion reverted to draft** | An admin sends an application back for changes | Adhesion Notifications |
| **Adhesion form validated** | An admin validates the signed form | Adhesion Notifications |
| **Identity validation requested** | A member uploads identity documents | Identity Validation Emails |
| **Identity rejected** | A submission is rejected, with the reason | Identity Validation Emails |
| **Identity payment reminders (3)** | Hourly job, for members who owe an identity validation payment | Identity Validation Emails |
| **New identity for review** | Sent to finance when a document needs checking | Identity Validation Emails |
| **Contract expiry: 30 days, 7 days, today, 7 days overdue** | Daily job at 08:00 UTC against each document's validity end date | Contract Expiry Reminders |
| **Contract signed, pending** | One party has signed and others have not | Contract Signed Notifications |
| **Contract signed, complete** | Everyone has signed, sent to the signer and to admins | Contract Signed Notifications |
***
## Subscriptions and payments
| Email | Sent when | Category switch |
| ---------------------------------- | ------------------------------------------------------------------------------------ | -------------------------- |
| **Subscription created** | A recurring payment is set up | Subscription Notifications |
| **Subscription payment received** | A recurring charge succeeds | Subscription Notifications |
| **Subscription cancelled** | A recurring payment is cancelled | Subscription Notifications |
| **Identity expiring** | Daily job at 07:00 UTC, for subscriptions whose identity document is about to expire | Subscription Notifications |
| **Identity expiring (second run)** | A second daily job at 08:00 UTC sends the same message | none, always sends |
| **Checkout reminder** | Daily job at 08:00 UTC, for an abandoned checkout | none, always sends |
| **Donation thank you** | A donation payment completes | Payment Confirmations |
| **Form submission confirmation** | Someone submits a form that has confirmation enabled | Payment Confirmations |
***
## Community, local centres and everything else
| Email | Sent when | Category switch |
| ------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------- |
| **Local centre request, approved, declined** | A member asks to join a local centre and an admin decides | Local Center Request Notifications |
| **Resignation request** and **approved** | A member asks to resign and an admin decides | Resignation Notifications |
| **Referral received** | Someone signs up through a referral link | Referral Notifications |
| **Referral complete** | A referral is finished, one version for the referrer and one for admins, differing by whether your organisation approves registrations manually | Referral Notifications |
| **Post held for moderation** | A discussion post is held, sent to moderators | none, always sends |
| **Connection request** and **accepted** | Members connect in the event app | none, always sends |
| **Vote published** | A vote opens. Members receive it through their vote notification preference; non-member attendees of an event vote receive it with a personal voting link | none, always sends |
| **Waitlist confirmation, approved, rejected, position update, new entry** | The registration waitlist changes | none, always sends |
| **Task assigned, status changed, comment added, due soon, overdue** | Task activity | none, always sends |
***
## Digests
Three summary emails run on a schedule instead of reacting to one event.
| Digest | Runs | Contains |
| ---------------------------- | -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Daily discussion digest** | 06:00 UTC | Sent to active members whose discussion preference is Daily who have an unread discussion notification from the last 25 hours. The email itself lists their 10 most recent unread notifications of any kind |
| **Weekly discussion digest** | Wednesdays 09:00 UTC | The same, selected over the last 7 days, for members set to Weekly |
| **Daily task digest** | 06:00 UTC | Open tasks assigned to the member |
An unread discussion notification is what triggers the digest, but the email
carries the member's ten most recent unread notifications whatever their type, so
events, mentions and votes they have switched off individually still surface
here. Members choose Instant, Daily or Weekly in their own notification
preferences, or switch discussion email off entirely.
Discussion email follows each member's notification preference rather than the
**Discussion Notifications** switch on the Emails Config screen. To reduce
discussion email across the organisation, change the default in **Notification
Preferences** instead. See [Notifications](/docs/platform/notifications).
***
## Related
* [Emails](/docs/platform/emails) - sender identity, language and delivery
* [Email templates](/docs/platform/emails/email-templates) - rewriting a system email
* [Email logs](/docs/platform/emails/email-log) - proving an email was sent
* [Notifications](/docs/platform/notifications) - in-app, push, and per-member preferences
* [Renewals](/docs/platform/fees/renewals) - what the fee reminder ladder is enforcing