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Haven sends a set of automated emails on your behalf so you don’t have to remember to send them manually. These emails go out based on events in your members’ lifecycle — an upcoming renewal, a lapsed membership, a registered event. You control whether each one is enabled and what it says. All automated emails are branded with your club’s logo, name, and colors. Members see your club’s name as the sender, not Haven.
Automated emails run on a daily schedule. They cannot be triggered manually or sent immediately on demand — they fire when the scheduled job runs and the conditions are met.

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The four automated email types

When it triggers: Haven sends renewal reminders to active members at three points before their membership expires: 30 days out, 14 days out, and 3 days out. The cron job runs daily and checks which members have a renewal date falling on each of those target days.What it says: The email addresses the member by name, states their membership level and exact renewal date, and includes a button linking directly to their member portal where they can update their payment information or renew.Default subject: “Your [Club Name] membership renews on [Date]”Where to configure it: Go to Settings > Emails and find “Renewal Reminder” in the email templates list. You can edit the subject line and body text, or disable the template entirely if you prefer to handle renewal outreach manually.
The 30/14/3-day windows are fixed. Haven sends one reminder per interval per member — if a member already received a reminder today, Haven skips them on the next run.
When it triggers: Each day, Haven checks for members whose renewal date has passed and who are still marked as active. If a member’s grace period (set on their membership level) has also elapsed, Haven marks them as lapsed and sends the lapsed notice immediately as part of the same job.What it says: The email tells the member their membership has expired, encourages them to renew to regain access to member benefits, the member directory, and upcoming events, and includes a button to rejoin.Default subject: “Your [Club Name] membership has expired”Where to configure it: Go to Settings > Emails and find “Membership Lapsed” in the template list. You can customize the subject and body, or disable it if you’d rather reach out personally.
Grace periods are configured per membership level. If a level has a 7-day grace period, Haven waits until 7 days after the renewal date before marking the member lapsed and sending this email. Set grace periods in Members > Membership Levels.
When it triggers: Haven sends an event reminder to every registered attendee approximately 24 hours before the event starts. The job runs daily and picks up all events with a start time in the next 24 hours.What it says: The email reminds the member of the event name, date, time, and location. For virtual events, it includes the join link directly in the email body so attendees don’t have to dig for it.Default subject: “Reminder: [Event Name] is tomorrow”Where to configure it: Go to Settings > Emails and find “Event Reminder” in the template list. You can edit the subject and body text. To disable reminders for a specific event rather than all events, you’ll need to disable the template — per-event toggling is applied at the template level.
If your event has a virtual meeting link, make sure it’s entered on the event before the reminder goes out. Haven includes the link automatically in the reminder email for virtual events.
When it triggers: Haven sends a follow-up email to registered attendees between 24 and 48 hours after the event ends. If an event has a specific end time set, Haven uses that; otherwise it uses the start time. The event must have Send follow-up email enabled on the event record.What it says: The email thanks the member for attending the event by name. If the event has an active survey linked to it, the email includes a “Share Feedback” button. If there’s no survey, it encourages members to check out upcoming events and links to their member portal.Default subject: “Thanks for attending [Event Name]”Where to configure it: Go to Settings > Emails and find “Event Follow-up” in the template list. You can customize the subject and body. To enable or disable follow-ups for a specific event, edit the event and toggle the Send follow-up email setting.
Event follow-ups are included in every Haven plan. Enable them per event from the event form.

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Enabling and customizing automated emails

All automated email templates live in one place: Settings > Emails. Each template can be enabled, disabled, or customized independently.
1

Go to Settings > Emails

In the left sidebar, click Settings, then click Emails. You’ll see the full list of automated email templates for your organization.
2

Find the template you want to edit

Each template is listed with its name and current enabled/disabled status. Click on a template to open the editor.
3

Edit the subject line

The subject line supports merge tags. Use {{org_name}}, {{renewal_date}}, and {{event_title}} where you want Haven to fill in real values at send time. The default subjects are pre-filled with sensible merge tags — you can adjust the surrounding copy as needed.
4

Edit the body

The body field accepts formatted text. You can add additional context, adjust the tone, or include club-specific details. Haven wraps your body text in a branded email layout — your logo, name, and brand color are applied automatically. You cannot edit the layout itself, only the text content.
5

Enable or disable the template

Use the toggle on the template to enable or disable it. Disabled templates are silently skipped — no email goes out when the condition would otherwise trigger it.
6

Save your changes

Click Save to apply. Changes take effect on the next daily run.
Disabling a template prevents Haven from sending that email to anyone in your organization until you re-enable it. If you disable renewal reminders, no renewal reminder emails will go out — plan accordingly.

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Secondary email addresses

If a member has a secondary email address on their profile, Haven sends a copy of every automated email to that address as well. This is useful for family memberships where both household members want to receive renewal notices or event reminders without sharing a primary inbox. Members can add a secondary email through their member portal, or you can add it from the member’s profile in the Members section.