Overview
PushPress Core sends automatic system emails to members, staff, and admins based on specific events. This article is the single reference for everything email in Core — what sends, who receives it, how to control it, how to customize it, and how to troubleshoot it.
Who can do this: Admin
Where: Control Panel → Communicate → Automatic
System Email Notifications — Full Reference
All system emails originate from themachine@pushpress.com. The reply-to address varies by email type (see Reply-To Behavior section below).
Notification | Sent To | Triggered When |
Payment Succeeded | Member | Any successful payment — plans, products, events, drop-ins, appointments |
Payment Failed | Admin + Member | Any Stripe payment fails |
Billing Method Updated | Admin | Member adds or updates their payment method |
Instant New Bank Account Request | Member | Member prompted to instantly connect bank account |
Manual New Bank Account Request | Member | Member prompted to manually connect bank account |
Plan Switch | Admin + Member | Admin confirms a plan switch |
Refund Issued | Admin + Member | A refund is processed |
Subscription Cancelled | Admin + Member | Any subscription or appointment package is cancelled |
Punchcard Completed | Member | A punchcard plan is fully used |
Recurring Subscription Due | Member | 3 days before a cash-based recurring payment is due |
New Person | Member | New profile created — sends profile setup link |
New Lead | Admin + Member | New lead added to the system |
Staff Assignment | Staff | A lead or member is assigned to them |
Document Ready to Sign | Member | A document is attached to their profile |
Migration Account Setup | Member | Member is migrated into the system |
Email Update | Admin + Member | Member updates their email address |
Daily Summary | Admin | Sent automatically each day |
Low Inventory | Customer service email | Product inventory reaches the low threshold |
Subscription (Out of Stock) | Customer service email | Product inventory hits zero |
Payment Succeeded: If disabled, members will not receive payment receipts for any transaction type.
New Person: If disabled, new members won't receive the profile setup link and cannot access the Member App until it's sent manually.
Enable or Disable System Emails
Toggle individual emails:
Go to Communicate → Automatic.
Choose individual email.
Click the three-dot menu (⋯) top right.
Select Mark as Active or Mark as Inactive.
Bulk update:
Check the boxes next to multiple emails.
Click the three-dot menu (⋯) top right.
Select Mark as Active or Mark as Inactive.
Managing inbox volume: Rather than disabling notifications, create email filters in Gmail or Outlook to auto-file PushPress notifications into a folder. This keeps records intact while reducing inbox noise.
Email Status — What "Unsent" Means
If an email shows Unsent status, the mail server hasn't confirmed delivery yet. Wait 10 minutes — most Unsent emails update once the server confirms. If still Unsent after 10 minutes, contact Support at support@pushpress.com.
Customizing Email Content
You can edit the subject line, body, and recipient list for any system email.
Go to Communicate → Automatic.
Click the three dots next to the email you want to edit → Edit.
Click Edit on the specific message portion (subject, body, or recipient).
Make your changes. Use the Smart Fields box to auto-insert dynamic data — member name, plan name, staff member, etc. — by clicking the field and it inserts at your cursor.
Click Save.
Adding a second recipient version:
If you want the member and staff to receive different versions of the same email (e.g., a plan confirmation with different details per audience):
In the email edit view, click Add.
Set the To field to the additional recipient (e.g., Staff).
Customize the subject and body for that audience.
Save.
Reply-To Behavior
All PushPress emails are sent from themachine@pushpress.com. The reply-to address is set as follows:
Email Type | Reply-To Address |
Transactional (receipts, plan confirmations, new member emails, etc.) | Your default email from General Settings |
Manual / custom (emails you compose to individual members or groups, mass emails, lead emails) | The email address of the logged-in staff member who sent it |
This means replies from members on transactional emails reach your General Settings email, not the staff member who happens to be logged in.
Lead Notifications
When a lead is entered into the system — either through the Control Panel or a standalone lead capture form — the following notifications fire automatically:
Email sent to all Admin-role staff members
Assignment notification email to the coach or admin the lead is assigned to, if auto-assignment is configured
Note: You cannot currently route lead notifications to a single specified email address. The notification goes to all Admins. To reduce noise, consider creating an email filter in your inbox for lead notification emails rather than removing Admin access from staff who don't need lead alerts.
Deliverability — Ensuring Members Receive Emails
If members report not receiving PushPress emails, the most common cause is Gmail's tab filtering. PushPress emails may land in the Promotions or Updates tab instead of the Primary inbox.
Ask members to do the following (Gmail):
Find any email from
hello@pushpress.com(e.g., their welcome email).Drag it to the Primary tab.
When prompted, click Yes to move all future emails from this sender to Primary.
Future emails from PushPress will route to Primary automatically after this one-time action.
Other deliverability checks:
Confirm the member's email address is correct on their profile
Ask them to check Spam/Junk folders and mark as Not Spam if found
Confirm the member has not globally unsubscribed from PushPress emails
Testing Without Creating Duplicate Accounts
PushPress auto-merges accounts that share the same email address. To create test accounts without triggering a merge, use Gmail plus-addressing:
Use | Email to enter in PushPress |
Your real account | |
Test member 1 | |
Test member 2 | |
Test lead |
All emails arrive in your regular inbox. PushPress treats each variation as a unique email address.
This only works with Gmail and Google Workspace. It does not work with Outlook, Yahoo, or most other providers.
Troubleshooting
Member isn't receiving emails
Confirm email address is correct on their profile
Ask them to check spam/junk and the Gmail Promotions tab
Verify the specific email type is toggled On in Communicate → Automatic
Confirm the member hasn't globally unsubscribed
Admin is receiving too many emails
Set up inbox filters rather than disabling notifications — records should be preserved
Staff-role accounts receive fewer notification types than Admin-role accounts by default
Smart field isn't populating in the email body
Confirm the field is correctly inserted from the Smart Fields panel — manually typed merge fields won't work
Check that the relevant data exists on the member's profile (e.g., plan name won't populate if no plan is assigned)