Automatic emails: which email is sent when
Every email JoinCPR sends for your business, from registration confirmations to certificate expiry reminders: what triggers each one and who receives it.
Updated · JoinCPR help center
All emails below go out under your company name, with your logo. Apart from the keycode email, staff invitations and JoinCPR's billing notices, each one is among the 21 templates you can reword under Email templates, and most can be switched off under Notification settings. Students with a placeholder address (client employees without an email) never receive anything.
Student emails
| Sent when | To | |
|---|---|---|
| Registration Confirmation | A student checks out (paid, free or pay later); staff add a student from a roster; a client employee is registered; staff click Resend Confirmation | The student. Receipt PDF attached when there was a payment. Carries the meeting link for an online class and the "Before class" note for a blended course. |
| Your Keycode (fixed wording) | A keycode is assigned at checkout, or sent from Keycode Banks | The student |
| Class Reminder | N days before the class (default 1), once per class | Confirmed and Pending students |
| Class Rescheduled | Staff use Reschedule with notifications on | Confirmed students, and anyone on the class's waitlist |
| Registration Cancelled | Staff cancel a whole class with notifications on | Pending and Confirmed students, and anyone on the class's waitlist |
| Waitlist Confirmation | A student joins the waitlist of a full class | The student, with their place in line |
| Waitlist Spot Available | A seat frees up and is offered to the next person in line, or staff click Offer now | The student, with the claim link and deadline. A text message goes too when SMS reminders are on and they opted in. |
| Waitlist Offer Expired | An offer's window passes without a registration | The student, with a rejoin link |
| Registration Transfer | Staff transfer a registration | The student |
| Refund Processed | Any refund: from the roster, Mark as Refunded, or a refund made in your Stripe or Square dashboard | The student(s); the payer for a group payment. The updated receipt PDF is attached for whoever paid. |
| Payment Receipt | Staff click Mark as Paid (Cash) or Resend Receipt | The student, with the PDF |
| Class Completed | A student is marked complete on the admin roster or in the Instructor Portal. Carries the certificate number, issue and expiry dates. | The student |
| Certification Issued | A certificate is issued manually or by Reissue. Also sent on Mark Complete instead of Class Completed when that type is switched off. | The student |
| Welcome Email | A student creates an account on the portal, or ticks "Create an account" at checkout | The student |
| Certification Expiring | On each configured day before expiry (default 30 and 7) | The student |
| Post-Class Follow Up | N hours after the class ends (if enabled), or Send Follow Up on the class page | Confirmed and Completed students |
Team and client emails
| Sent when | To | |
|---|---|---|
| Training Request Received | A company submits the portal's group training request form | The contact, with a copy of the request |
| New Training Request (Staff) | Same moment | Every administrator, or the address under Notifications → Training request notifications |
| Private Class Scheduled | A class is created from a training request | The contact, with the private registration link |
| Sent when | To | |
|---|---|---|
| Staff invitation | Add Staff (email method) or Resend Invitation | The invitee |
| Instructor Credential Expiring (Admin) | 30 and 7 days before a credential expires | Every administrator |
| Instructor Credential Expiring (Instructor) | Same | The instructor |
| Client Portal Invitation | Invite Portal User or Resend Invite | The client user |
| Billing notices (from JoinCPR) | Trial ending in 3 days, trial ended, payment failed | Every administrator |
Actions that send no email
- Cancelling a single registration from the roster (though the freed seat may trigger a Waitlist Spot Available email to the next person in line).
- Removing someone from a waitlist, or a student leaving it themselves.
- Confirm, Mark No Show, and changing the evaluation.
- Creating, editing, duplicating or deleting a class, and assigning instructors.
- Marking a registration Unpaid.
- Revoking or reinstating a certificate.
- Editing a student, deactivating a student, importing students.
- Adding a student from the student profile's Add to Class button.
- A guest checkout without "Create an account" (no Welcome Email).
- Certificates created by the student import.
Reply address and logging
Replies go to the Reply-To Email under Notification settings. If that is blank they go to JoinCPR's no-reply sending address, so set it. Every send is recorded by JoinCPR; if a student says they never received an email, email JoinCPR support at info@joincpr.com and the log can be checked for you. From your side, use the Resend actions on the roster.