⭐ Premium
Registration Email Settings controls the emails sent during the self-registration process — when someone fills in the registration form on your website and creates a directory record. There are four email templates to configure, covering confirmation, admin notifications, follow-up reminders, and new user account creation.
Go to Church Admin → Settings → Registration email settings.
Overview of the registration email flow
- Visitor submits the registration form on your website
- They receive a confirmation email asking them to verify their email address
- Optionally, the admin receives a notification email immediately at this point — before confirmation
- If they don’t click the confirmation link within a set number of days, a follow-up reminder is sent automatically
- Once they confirm, the admin receives a second notification email with the household details
- When a user account is created for them, they receive a new user email with login details
Template 1 — Confirmation email
Sent immediately to the registrant when they submit the form. Asks them to click a link to verify their email address before their record is activated.
Settings
- From name — defaults to your site name
- From email address — defaults to your Church Admin default from email
- Subject — the subject line
- Message — edited using the WordPress editor
Available shortcodes
[CONFIRM_LINK]— a clickable confirmation link[CONFIRM_URL]— the raw confirmation URL if you want to style the link yourself in HTML[SITE_URL]— your website address[CHURCH_NAME]— your church name
Admin notification before confirmation
A checkbox on this section lets you receive an admin notification email at the point of registration — before the registrant has confirmed their email. Tick this if you want to be aware of new registrations immediately. A separate text field lets you customise the body of this early notification.
Template 2 — Admin notification after confirmation
Sent to the site admin when a registrant clicks the confirmation link and their record is activated. Contains the new household’s details so you can review the entry and decide whether to create a user account.
Account creation settings
This section also controls how WordPress user accounts are created after a confirmed registration:
- Admin approval required — if ticked, an admin must manually create a user account from the person’s directory record. If unticked, a subscriber-level account is created automatically as soon as they confirm their email.
- Username format — how usernames are generated. Using John Smith as an example, the options are:
johnsmith,jsmith,john.smith, orsmithjohn.
Available shortcodes
[HOUSEHOLD_DETAILS]— inserts a formatted table of the new household’s details into the email
Template 3 — Follow-up reminder email
Sent automatically to registrants who submitted the form but never clicked the confirmation link. A WordPress cron job checks daily at 6am and sends the reminder to anyone who registered the configured number of days ago without confirming.
Settings
- From name and From email address
- How many days after first registering — the delay before the reminder is sent. Defaults to 2 days.
- Subject — the reminder subject line
- Message — the reminder body
- Cancel automatic follow-up email — tick this and save to stop the automated reminder from running
Available shortcodes
[CONFIRM_URL]— the confirmation link to include in the reminder[NAME]— the registrant’s name[CHURCH_URL]— your website address
Template 4 — New user email
Sent when a WordPress user account is created for someone — either automatically after confirmation or manually by an admin. Contains the new user’s login credentials.
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
Rather than using separate Android and iOS links, you can direct new users to ourchurchapp.online which automatically redirects to the correct app store for their device.
This is a good place to include a warm welcome message and encourage people to download the Our Church app if you use it.