Email templates

Every automatic email the club sends, grouped the way Settings → Email Templates groups them. Each one can be edited from there; the merge tags below are what that template can use — type them exactly as shown, including the double braces.

Authentication

Login, registration, and password reset emails.

Account closed email

Sent when somebody tries to sign in or create an account on an address whose member record the club has removed. Explains the refusal in the inbox, so the sign-in page itself gives nothing away.

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Admin Invitation

Email sent when a new admin user is invited to the club's admin panel.

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Admin Password Reset

Email sent to admin users when they request a password reset.

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Admin Roles Updated

Email sent when an admin user's roles are changed.

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Admin sign-in email

Email sent to RunClub HQ's own team when they sign in to manage the platform — not sent to any club.

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Admin-Created Prospect Welcome

Email sent to prospects who were added by an administrator, inviting them to complete their profile.

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Check-In Prospect Acknowledgment

Email sent to prospects who were checked in at an event, welcoming them and providing instructions to complete registration when ready.

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Registration Completed

Email sent to members when they complete the registration process.

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Registration Email

Email sent to new users with verification code or link to complete registration.

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Sign-in email

Email sent to existing members when they request a sign-in link or verification code.

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Member Communications

Welcome emails, renewals, and member notifications.

Admin-Enabled Login

Email sent when a club admin gives an existing member (e.g. one imported from England Athletics) their own login.

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Advance Payment Notice (Direct Debit)

Required notice sent 5 working days before Direct Debit collection. Last chance for changes.

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Grace Period Warning

Sent when the new season has started but the member has not yet renewed — warns of the lapse date.

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Household Invitation

Email sent when someone is added to a household and given login access.

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Household Invitation (existing member)

Email sent when a member is invited to join another member's household.

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Household Login Enabled

Email sent when login access is enabled for a household member.

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Household Membership Changed

Email sent to household managers when a member joins or leaves the household.

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Membership Cancelled & Ended

Sent when a member's voluntary cancellation takes effect at season end, or when a member resigns immediately.

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Membership Lapsed

Sent when a member's grace period has ended and their membership has lapsed.

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Membership Resigned

Sent when a member is automatically resigned after the lapsed period expires.

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Migrated Member Welcome Email

Email sent to migrated members when the club is ready to onboard them to the new platform.

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Renewal Auto-Payment Scheduled

Notification sent when a renewal payment has been automatically scheduled via Direct Debit.

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Renewal Cancellation Confirmed

Sent immediately when a member cancels their renewal — confirms cancellation and reminds them their membership remains active until season end.

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Renewal Confirmation

Confirmation email sent when a renewal payment has been successfully processed.

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Renewal Manual Payment Reminder

Reminder for members without Direct Debit to complete their renewal payment.

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Renewal Member Confirmation

Confirmation sent to individual household members when their membership is renewed.

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Renewal Payment Failed

Notification sent when a renewal payment could not be collected.

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Renewal Payment Method Invalid

Notification sent when a Direct Debit mandate becomes invalid during renewal.

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Renewal Updated

Sent to household managers when a household renewal amount changes — includes the previous and updated amounts.

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Welcome Email

Email sent to new members after their registration is approved.

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Profile Management

Email changes, profile updates, and verification codes.

Email Change Complete

Confirmation sent to the new email address after successful email change.

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Email Changed Notification

Notification sent to the old email address when email is successfully changed.

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Email Verification Code

Email sent when a member needs to verify their new email address.

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Club Records

Record applications, approvals, rejections, and notifications.

Club Record Broken Notification

Email sent to the previous record holder when their club record is broken.

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Record Application Approved

Email sent to the applicant when their club record application is approved.

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Record Application Pending Review

Email sent to administrators when a new club record application is submitted and requires review.

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Record Application Rejected

Email sent to the applicant when their club record application is rejected.

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Record Application Submitted Confirmation

Confirmation email sent to the applicant when they submit a club record application.

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Race Results

Result submissions, review outcomes and disputed claims.

Performance Submission Disputed

Email sent to reviewers when a member says a result submitted on their behalf is not theirs.

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Performance Submission Not Accepted

Email sent to the member who submitted a race result when the club cannot accept it.

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Performance Submission Pending Review

Email sent to reviewers when a member submits race results that need checking.

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Performance Submission Received

Confirmation sent to the member who submitted race results, on receipt.

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Result Submitted On Your Behalf

Sent to a member when someone else submits a race result on their behalf, with a link to dispute it.

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Event Management

Event registrations, payments, and attendee communications.

Event Details Changed

Email sent to anyone with a plan to attend — registered, waitlisted, holding an unpaid place, or just added to their calendar — when an event's meeting location, date or start time changes.

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Event Registration — Payment Pending

Sent immediately when a registration completes but payment (Direct Debit) has not been collected yet — reassures the member their place is held and carries the legally required Direct Debit advance notice.

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Event Registration Auto-Cancelled

Email sent when event registration is automatically cancelled due to non-payment.

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Event Registration Cancelled

Email sent when a member cancels their event registration.

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Event Registration Confirmation

Email sent to confirm event registration, including participant details and their answers to preference questions.

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Event Registration Payment Reminder

Reminder email sent when event registration payment is still pending.

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Event Registration Payment Retry

Email sent when an event registration payment fails, allowing the member to retry payment.

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Event Waitlist Promotion

Email sent when a booking is promoted from the waitlist to a confirmed place, including payment instructions when the event is paid.

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Payment Communications

Payment confirmations, receipts, and refund notifications.

Direct Debit Advance Notice

Legally required notice sent when a Direct Debit payment is submitted for collection.

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Expense Claim Approved

Email sent to the claimant when their expense claim is approved and queued for payment.

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Expense Claim Paid

Email sent to the claimant when their approved expense claim is paid out.

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Expense Claim Rejected

Email sent to the claimant when their expense claim is rejected, with the reason.

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Payment Request

Sent when a payment is requested from a member who needs to pay online (no Direct Debit).

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Refund Processed Notification

Sent to members when a refund has been successfully processed to their account.

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Refund Submitted Notification

Sent to members when a refund has been submitted and is being processed.

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Support Tickets

Ticket confirmations, replies, and support communications.

Ticket — Assigned to You

Sent to a support user when a ticket is assigned to them.

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Ticket — Customer Replied (Team)

Sent to the support team when a requester replies to a ticket and it needs a response.

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Ticket — Deadline warning

Sent to the support team when a ticket is approaching or has missed its reply or resolution target.

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Ticket — New for Team

Sent to the support team when a new ticket is created.

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Ticket — Notification for Team

Sent to the support team when automated mail (a payment report, an England Athletics notice) arrives — no reply needed.

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Ticket — Unanswered Reminder

Sent to the support team once when a member message has gone unanswered for several days.

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Ticket Confirmation

Sent to the requester when a new support ticket is created.

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Ticket Created by Admin

Sent to a member when an admin creates a support ticket on their behalf.

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Ticket Satisfaction Survey

Sent to the requester after a ticket is closed to gather satisfaction feedback.

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Ticket Staff Reply

Sent to the requester when staff replies to their ticket.

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Polls

Poll invitations and pre-close reminders.

Poll Invitation

Sent to the members a poll was asked of, with a link that answers it without signing in.

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Poll Reminder

A single nudge before a poll closes, sent only to members who have not answered.

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Notifications

General reminders, updates, and alerts.

Email Domain Verification Revoked

Email sent to administrators when the club's custom email sending domain loses verification because its DNS records disappeared.

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