Church Admin Plugin

Registration Emails Settings

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When someone registers through the

Register/Login

shortcode or Register block, Church Admin sends a series of emails to guide them through the process and keep administrators informed. This page explains each email, the settings that control them, and how to customise the templates.

Find these settings at Church Admin → Settings → Registration email settings.

Overview of the registration flow

The full journey looks like this:

  1. Visitor submits the registration form on your website
  2. They receive a confirmation email asking them to verify their email address
  3. Optionally, the admin receives a notification email at the point of registration (before confirmation)
  4. If they don’t click the confirmation link, a follow-up reminder email is sent automatically after a set number of days
  5. Once they confirm, the admin receives a second notification email with the household details
  6. When a user account is created for them, they receive a new user email with their login details

Step 1 — Confirmation email

This email is sent immediately after someone submits the registration form. It asks them to click a link to confirm their email address exists before their record is fully activated.

Template settings

  • From name — defaults to your site name
  • From email address — defaults to your Church Admin default from email
  • Subject — the subject line of the confirmation email
  • Message — the body of the email, edited using the WordPress editor

Available shortcodes

Use these in the subject or message body and they will be replaced with the relevant data when the email sends:

  • [CONFIRM_LINK] — a clickable link the registrant uses to confirm their email address
  • [CONFIRM_URL] — the raw confirmation URL (useful if you want to style the link yourself in HTML)
  • [SITE_URL] — your website address
  • [CHURCH_NAME] — your church name

Admin notification before confirmation

There is a checkbox on this section to send admins a notification email at the point of registration — before the registrant has confirmed their email address. This is useful if you want to be aware of new registrations immediately rather than waiting for confirmation. You can also customise the text of this early notification email in the template field provided.

Step 2 — Admin notification after confirmation

Once the registrant clicks the confirmation link in their email, the admin receives a notification with the new household’s details so you can review the entry and decide whether to create a user account for them.

Account creation settings

On this screen you can also control how user accounts are created after a confirmed registration:

  • Admin approval required — if checked, an admin must manually go to the person’s record and click Create User before they get an account. If unchecked, a subscriber-level WordPress account is created automatically as soon as they confirm their email.
  • Username format — choose how usernames are generated from the person’s name. Using “John Smith” as an example, the options are: johnsmith, jsmith, john.smith, or smithjohn.

Admin notification template

Customise the email admins receive when a new registration has been confirmed. One special shortcode is available here:

  • [HOUSEHOLD_DETAILS] — inserts a formatted table of the new household’s details into the email

Step 3 — Follow-up reminder email

If a registrant submits the form but never clicks the confirmation link, their record stays in an unconfirmed state. The follow-up email is an automated reminder sent after a set number of days to nudge them to complete the process.

Setting up the follow-up email

  • From name and From email address — as above, default to your site name and default email
  • How many days after first registering — set the delay before the reminder is sent; defaults to 2 days
  • Subject — the subject line of the reminder email
  • Message — the body of the reminder, edited using the WordPress editor

Available shortcodes

  • [CONFIRM_URL] — the confirmation link to include in the reminder
  • [NAME] — the registrant’s name
  • [CHURCH_URL] — your website address

Once saved, Church Admin sets up a WordPress cron job that runs daily at 6am and sends the reminder to anyone who registered the appropriate number of days ago without confirming. If you later want to stop the automated reminder, tick the Cancel automatic follow-up email checkbox and save.

Last step — New user email

When a WordPress user account is created for someone — either automatically or manually by an admin — they receive this email containing their login details.

Available shortcodes

  • [SITE_URL] — your website address
  • [USERNAME] — the new user’s generated username
  • [PASSWORD] — their initial password
  • [ANDROID] — a link to the app on the Google Play Store
  • [IOS] — a link to the app on the Apple App Store

Alternatively, you can direct new users to ourchurchapp.online which automatically redirects to the correct app store for their device — simpler than using separate Android and iOS links.

This is a good place to include a warm welcome message, instructions on how to log in, and encouragement to download the app if you use it.

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