Automatic messages.
Every message the platform sends members on your behalf, what triggers it, and where to turn it on.
Reward Loyalty sends a handful of messages to members on your behalf, each tied to something that happened at your business. This page lists all of them in one place: what fires each one, and where its toggle lives.
Warnings protect the member, so they stay on. Nudges are your choice, and so is the points receipt: it can land on every visit, so it earns a switch.
No club switch
These fire for every club: there is no club toggle, because each one reports something the member needs to know, or something of theirs about to lapse. They are loyalty updates, so a member who turns off Loyalty updates in their own email preferences stops receiving them by email. The business has no switch to remove them, and no way to turn them into promotions.
| Message | Trigger |
|---|---|
| Stamp card completed | A stamp card fills up and its reward is credited |
| Points expiry reminder | Points on a card are due to expire within 30 days |
| Pass expiry reminder | A prepaid pass enters its final week with visits still left |
| Voucher expiry reminder | A personal birthday or win-back voucher is due to expire, still unused |
| Stamp expiry warning | A stamp card with expiry turned on has stamps about to lapse |
The voucher expiry reminder only covers personal, one-per-member gifts: birthday and win-back rewards, not vouchers shared across your whole audience. It sends once, about a week before the voucher expires, and skips a voucher gifted in the last day so a short-validity gift never doubles up with its own arrival email.
The stamp expiry warning follows cards where you turned stamp expiry on. It fires once per approaching expiry, and a new stamp before the deadline pushes the date out and clears the warning, so a member who keeps visiting can be warned again the next time expiry gets close. Turn stamp expiry off on a card and every member's pending date clears at once, so no one is warned about, or loses, stamps on a rule you have removed; change the number of days instead and dates already set run out as they were, with the new window starting from each member's next stamp.
Voucher-based rewards (club settings)
These send a personal, single-use voucher along with the email. Configure each on the club's edit page, under Clubs.
| Message | Trigger | Toggle |
|---|---|---|
| Birthday reward | A member's birthday arrives and they've visited your business before | Pick a Birthday voucher on the club. See Birthday rewards |
| Win-back reward | A member goes quiet for the number of days you set | Pick a Win-back voucher on the club. See Win-back rewards |
Member messages (club settings)
Seven more messages are switches on the club's edit page, under Clubs. Four are on by default. The other three are off for a club that already exists and come pre-checked when you create a new club, so you never have to remember them later.
| Message | Trigger | Toggle | Default |
|---|---|---|---|
| Points receipt | Staff or an integration credits points for a purchase | Points receipt | On |
| Stamp progress nudge | A stamp card crosses the halfway or almost-there mark | Stamp progress nudges | On |
| Tier upgrade email | A member's spending or visits move them to a higher tier | Tier upgrade email | On |
| Tier downgrade email | A member's spending or visits move them to a lower tier | Tier downgrade email | On |
| Welcome | The first time a member ever earns points, collects a stamp, redeems a voucher, or receives a prepaid pass at your business | Welcome message | Off, on for new clubs |
| Reward ready | A member's points balance covers your cheapest active reward on a card | Reward-ready nudge | Off, on for new clubs |
| Pass used up | A prepaid pass runs out of visits | Prepaid pass nudges | Off, on for new clubs |
| Pass ended with visits left | A prepaid pass expires while visits remain unused | Prepaid pass nudges | Off, on for new clubs |
The welcome message sends once, ever, per member and business, however they first show up. The reward-ready nudge re-arms after 90 days, so a member who keeps crossing the same reward threshold hears about it again instead of never again or every visit. The two pass nudges share one toggle and each sends once per pass. Points receipt covers only the email sent when a sale earns points. A points transfer between members and a completed referral send their own separate emails and keep sending regardless of this toggle.
Which toggles you see
A toggle only appears when your plan includes the feature it messages about. Prepaid pass nudges needs prepaid passes. Reward-ready nudge and Points receipt need loyalty cards. Stamp progress nudges needs stamp cards. Welcome message and the two tier toggles are not gated behind any feature, so every partner sees them.
Will this spam my customers?
No. The three toggles that default off start off for an existing club, so nothing sends until you turn one on, or until you create a new club, which starts them on for you. The four toggles that default on give you a switch to turn any of those messages off whenever you want. Every message on this page anchors in the database against the member, the trigger, and, where it applies, the specific card, reward, pass, or voucher: the same event can never send twice, even if two visits land at once. Two messages repeat by design: the reward-ready nudge can fire again after 90 days of quiet on the same reward, and the stamp expiry warning can fire again the next time a card's expiry date gets close.
Who receives these?
A member receives a message on this page because they interacted with your business, held the voucher or pass in question, or both: that interaction is the trigger, so there is no list to build or audience to pick. Beyond that, a member receives one when they:
- Have a registered account with an email address on file
- Have kept the matching email preference on: Loyalty updates for most messages on this page, Offers and news for the birthday and win-back rewards
Every message on this page except the two voucher-based rewards is a loyalty update. A member controls those in one place, in their account, with a single Loyalty updates switch that is on by default. The birthday and win-back rewards are offers, so they follow the member's Offers and news preference instead, which is off until the member opts in. Neither switch is per business, and neither is something you set for the member.
The platform skips a member without an email, or one who turned the matching preference off: no error, no retry, no message held for later. A skipped send does not happen at all. Reward Loyalty is self-hosted software, so the legal basis for sending, your local marketing rules, and your privacy notice remain your responsibility as the operator.
Who do these come from?
Every message on this page goes out on behalf of the business the card, pass, voucher, or club belongs to. If you run more than one club, each message carries the business behind the interaction that fired it, never a generic platform voice. In the member's inbox:
- Sender name is your business name from Business settings. If you have not set one, your account name appears instead.
- Sender address stays the platform's configured sending address. Mail authentication (SPF and DKIM) only lets a self-hosted installation send from its own domain, so the address belongs to the platform while the name on it is yours. This is what keeps these messages out of spam folders.
- Reply-to is your business email from Business settings, or your account email if none is set. When a member replies, the reply reaches you, not the platform.
- Subject and body name your business.
- The whole message carries your identity. The email header, the sign-off, the browser title, and the copyright line all show your business name, never the platform brand. Only account and security email (sign-in codes, password resets) keeps the platform identity.
Set your business name and business email once in Business settings and every automatic message carries them from then on.
Can I change the text?
No. Every message on this page uses fixed copy: the always-on messages, the voucher-based rewards, and all seven toggles under Member messages. Each one still carries your business name as the sender and your reply-to address, so a reply reaches you. If you want free-form wording, subject lines, or a one-off announcement, use Email campaigns instead.
About the "pass ended with visits left" message
This message names what happened and stops there: no promise attached. It tells the member their pass ended with visits still on it and invites them to bring it up at the counter. It does not promise a replacement, an extension, or a refund. What happens next, if anything, is your call at the till, the same as any other conversation with a customer.
Where these show up
Every message on this page arrives by email. The three you turn on (welcome, the reward-ready nudge, and the pass nudges) also record an entry in your Activity logs the moment they fire, filed under the Lifecycle category. The log includes the members the platform could not email: when someone has no address on file, the entry says the member was not reachable; when someone turned off Loyalty updates, it says that instead. Either way you can see why nothing arrived instead of wondering. The other messages on this page do not appear in your activity log. None of these messages show up in an in-app inbox or on the member's wallet page today.