Overview
PushPress sends automatic system emails to members, coaches, and admins based on specific events. This article is the complete reference: what triggers each email, who receives it, how to manage settings, and how to troubleshoot.
Who can do this: Admin
Where: Control Panel → Communicate → Automatic
System Email Notifications — Full List
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 member's plan switch |
Refund Issued | Admin + Member | A refund is processed |
Subscription Cancelled | Admin + Member | Any subscription or appointment package is cancelled |
Punchcard Completed | Member | Any plan with limited occurrences 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 member or lead 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 low threshold |
Subscription (Out of Stock) | Customer service email | Product inventory hits zero |
Note: If Payment Succeeded is disabled, members will not receive payment receipts for any transaction type. This will also disable any attempt to send manually from the user profile.
Note: If New Person is disabled, new members won't receive the profile setup link and won't be able to access the Member App until it's sent manually.
How to Enable or Disable System Emails
Log in to the PushPress Control Panel.
Go to Communicate → Automatic.
Toggle individual emails On or Off.
To bulk update:
Check the boxes next to multiple emails.
Click the three-dot menu (⋯) in the top right.
Select Mark as Active or Mark as Inactive.
What Each Role Receives by Default
Members receive: purchase receipts, plan confirmations, card decline notices, waiver requests, profile setup, event registrations, punchcard completion, upcoming payment reminders.
Coaches receive: new lead notifications (optional — controlled in lead capture form settings), lead assignment notifications.
Admins receive: everything coaches get, plus plan cancellations, daily summary, card update notifications, cancellation requests, purchase receipt copies.
Managing Inbox Volume
Some admins find the volume of system emails high. Rather than turning off important notifications, the recommended approach is to create email filters in your email client (Gmail, Outlook, etc.) to auto-file PushPress notifications into a folder. This preserves the records while keeping your inbox clean.
Email Status: What "Unsent" Means
If an email shows Unsent status in the system, it typically means the mail server hasn't confirmed delivery yet. Wait 10 minutes — most emails that initially show Unsent will update once the server confirms. If it's still showing Unsent after 10 minutes, contact Support at support@pushpress.com.
Testing Without Creating Duplicate Accounts
PushPress auto-merges accounts with the same email address. To create test accounts without triggering a merge, use Gmail plus-addressing:
Your email:
jessica@gmail.comTest account 1:
jessica+test1@gmail.comTest account 2:
jessica+test2@gmail.com
All emails to these variations arrive in your regular inbox. This only works with Gmail and Google Workspace.
Troubleshooting
Member isn't receiving emails
Check that their email address is correct on their profile
Ask them to check spam/junk folders
Verify the specific email type is toggled On in Communicate → Automatic
Confirm the member hasn't globally unsubscribed from PushPress emails
Admin is receiving too many emails
Set up inbox filters rather than disabling notifications — you want to retain records
Confirm staff-level accounts (non-admin) receive fewer notification types by default