💡 This feature is currently in beta and is not enabled by default. Please reach out to support if you'd like this enabled in your account.
📝 Overview
CRM lifecycle email notifications help you automatically communicate with customers as they move through different stages of their journey. These emails can be used to welcome new Leads, follow up with lost customers, re-engage customers marked as At Risk, or provide updates based on changes to their lifecycle status.
Notifications are triggered automatically when a customer enters or exits a stage, helping you deliver timely and relevant communication without manual follow-up.
This guide walks through how to set up and customise these notifications.
💡 Notifications are per stage, not global. Each stage can have any number of notification rules, including no notifications at all.
💡 Before setting up email notifications, make sure your lifecycle stages, criteria, and conditions are configured.
Notifications fire when a customer enters a stage, so without criteria in place, the automatic stage changes that would trigger your emails won't happen, and the notifications you set up here won't send.
See Editing and Managing Your Lifecycle Pipeline to configure your stages first.
🎥 Video Tutorial
You can view our video covering CRM Lifecycle Email Notifications here.
🔑 Authorisations
Only Account Owners and Admins can view this section in order to create, edit, and remove lifecycle email notifications.
📬 Creating a Notification
This section explains how to create automated lifecycle email notifications that are sent when a customer moves between lifecycle stages in your kanban board.
You’ll learn how to configure the trigger stages, customise the email content, and ensure customers receive the right communication at the right point in their journey.
Click the arrow to view how to create a stage notification
Click the arrow to view how to create a stage notification
You can access the Status Trigger Notification section either by going to:
1️⃣ CRM ➔ Email
Or Communications ➔ Notifications ➔ Customer: CRM Lifecycle Status Triggers
2️⃣ Now click on the Add Notification button on the top-right.
3️⃣When you start setting up a new notification, you'll see there's three sections, which are:
Frequency
Email Template
Email Preview
Each will be addressed below.
🔶 Frequency
In this section, you can add a name for the notification you're setting up, select the status change which triggers the email to be sent, and also choose when the actual email goes out to customers.
Click the arrow to learn more about the Frequency section
Click the arrow to learn more about the Frequency section
4️⃣ Add a name for this email notification in the Email Name field. This is for internal use only, and will not be customer-facing.
5️⃣ The Send Email When field allows you to select the lifecycle status change which will trigger the email to be sent to your customers.
You can choose between:
Customer Status is, which allows you to simply select a lifecycle stage, and an email notification will be triggered as soon as a customer enters that lifecycle stage, regardless of their previous status/stage they moved over from.
Customer Status changes to/from, which allows you to set up a trigger for when a customer moves from one specific lifecycle stage to another.
🧠Example:
If you would like to set up an email notification to go out to all customers who enter the Churned state, regardless of the customers previous state, you can use the "Customer Status Is" option.
If you want to set up separate email notifications to go out to all customers who enter the Churned state from the Trial state and the Converted state, you can set up two different email notifications using the Customer Status changes to/from option.
6️⃣ The Frequency option allows you to choose between the email being sent out immediately as soon as a customer enters the Lifecycle state in question, or you can set it up to go out after a pre-set amount of time.
🔶 Email body
7️⃣ Here you can draft the email which will be sent to customers who meet the criteria you set in the Frequency section.
You'll be able to create the email using placeholders to customise the email further, and make it more personable.
Placeholders get replaced by data when the email is sent. For example, if you add the customer.first_name placeholder, a customer named Joe Bloggs will see "Hi Joe" in their email.
💡 You can also enhance the email you're drafting using the "Enhance with AI" feature.
🔷 Email Templates
If you're not sure where to start, or would like some inspiration, we've provided a selection of email templates below. These examples are organised by scenario (such as Leads, Trialists, and Converted Customers) and can be used as a starting point for creating your own notifications.
Click the arrow to see the email templates
Click the arrow to see the email templates
The email templates are grouped by recipient type. Click on a category below to explore the available templates and find the examples most relevant to your audience.
💡 Each scenario includes two email templates. Template 1 is a standard version, while Template 2 offers a more energetic and engaging alternative.
Both templates use the same structure and call-to-action placeholders, with Template 2 adding extra personality inspired by the communication style of high-energy fitness and community-focused brands.
Lead
Lead
Email Template 1
🔹Subject:
You're one step away from getting started
🔹Email Body:
Hi [First Name],
Thanks for your interest in [Business Name]. We'd love to help you take that first step.
Whether you're looking to [build strength / move more / find your community], we have something that fits.
[Explore Our Classes]
Got questions? Just reply to this email, we're happy to help.
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
You've just taken the first step 👊
🔹Email Body:
Hey [First Name]!
Your details have come through and we're so excited to have you here.
We know taking that first step can feel like a big deal, but honestly? This is the easy part. The best bit comes next.
Take a look at what we've got on and find something that excites you:
[Explore Our Classes]
Got questions? Drop us a reply anytime, we don't bite (we just train).
See you soon,
[Your Name] & the [Business Name] team
Prospect
Prospect
Email Template 1
🔹Subject:
Great to have you with us, [First Name]
🔹Email Body:
Hi [First Name],
It was great [seeing you / having you join us] recently. We hope you enjoyed it.
If you're ready to make it a regular thing, we'd love to have you as a member. Here's what we offer:
[View Our Memberships]
Take a look and let us know if you have any questions. We're here if you need us.
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
So... when are you coming back? 👀
🔹Email Body:
Hey [First Name],
It was brilliant to [see you / have you along] recently, and we really hope you enjoyed it.
Look, we're not going to pretend we're not a little bit biased, but we think you'd love being a regular here. The classes are great, the community is better, and the [coaches / instructors] actually remember your name.
Ready to make it official?
[View Our Memberships]
Any questions at all, just hit reply. We're here for you.
[Your Name] & the [Business Name] team
Trial
Trial
Email Template 1
🔹Subject:
How's your trial going?
🔹Email Body:
Hi [First Name],
We hope you enjoy your trial. This is the perfect time to find the classes, times, and instructors that work best for you.
When you're ready to keep the momentum going, joining as a full member is easy.
[Become a Member]
Any questions about what's on offer? Just reach out.
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
Your trial is LIVE — here's how to make the most of it 🚀
🔹Email Body:
Hey [First Name],
Welcome! Your trial is officially live and we want you to get the absolute most out of it.
A few tips to hit the ground running:
Show up a few minutes early and introduce yourself to the [coach / instructor]
Don't overthink it — everyone's first class is a hot mess and that's completely fine
Try different sessions and find what clicks for you
The schedule is right here:
[View the Full Schedule]
Questions? Hit us up anytime. We've got you.
[Your Name] & the [Business Name] team
PS: Your trial is yours to use, so make the most of every session!
Converted
Converted
Email Template 1
🔹Subject:
Welcome to the [Business Name] family
🔹Email Body:
Hi [First Name],
Your membership is now active. We're so excited to have you join us.
Log in to browse your schedule, book your next session, and make the most of everything included in your membership.
[Book a Class]
See you on the [mat / floor / court]!
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
You're officially one of us now 🎉
🔹Email Body:
Hey [First Name],
Your membership is active and we are absolutely delighted to call you our customer.
This is where it gets good. You've got full access to the schedule, the community, and everything that makes [Business Name] what it is. Now it's just about showing up.
Book your sessions below
[Book a Class]
Can't wait to see you on the [mat / floor / ]. Let's get to work.
[Your Name] & the [Business Name] team
At Risk
At Risk
Email Template 1
🔹Subject:
We've missed you, [First Name]
🔹Email Body:
Hi [First Name],
We noticed it's been a little while since we last saw you, and we wanted to check in.
Life gets busy, we get it. But your membership is still active, and we'd love to see you back.
[Book Your Next Session]
If something's not working for you, whether it's the schedule, the classes, or anything else, let us know. We're always happy to help.
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
Hey, we miss you around here 👋
🔹Email Body:
Hey [First Name],
We noticed it's been a little while since your last session and we just wanted to check in.
No lecture, no pressure. Life gets busy and we totally get that. But your membership is still here, the [classes / sessions] are still great, and the [coaches / instructors] are still asking where you've been.
Whenever you're ready, we'd love to have you back:
[Book Your Next Session]
And if something isn't working for you, whether it's the schedule, the classes, or anything else, please just tell us. We'd rather sort it than lose you.
[Your Name] & the [Business Name] team
PS: Everyone has gaps. What matters is showing back up.
Churned
Churned
Email Template 1
🔹Subject:
Come back and pick up where you left off
🔹Email Body:
Hi [First Name],
It's been a while, and we'd love to see you back at [Business Name].
A lot has been happening recently, [new classes / updated schedule / new instructors], and there's never been a better time to return.
[Rejoin Today]
If you'd like to chat about the best option for you, just reply and we'll be in touch.
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
We haven't forgotten about you, [First Name] 💪
🔹Email Body:
Hey [First Name],
It's been a while and we genuinely miss having you around.
Things have been moving at [Business Name] — [new classes, new faces, new energy] — and there's honestly no better time to come back and pick up where you left off.
You already know what we're about. You just need to take the first step again (and yes, it gets easier after that).
[Rejoin Today]
Want to chat about the best option for where you're at right now? Just reply and we'll sort it together.
[Your Name] & the [Business Name] team
Lost
Lost
Email Template 1
🔹Subject:
A special offer, just for you
🔹Email Body:
Hi [First Name],
We know it's been some time, but we haven't forgotten about you.
If you've been thinking about getting back to it, we'd love to welcome you back with something special.
[Claim Your Welcome Back Offer]
No pressure, no commitment until you're ready. Just reach out and we'll take it from there.
[Your Name]
[Business Name]
Email Template 2
🔹Subject:
A little something to get you back 🎁
🔹Email Body:
Hey [First Name],
We know it's been a while, and we're not here to make you feel guilty about it, we promise.
But if there's even a small part of you that's been thinking about getting back into it, this is your sign. And we've got something a little special to make it easier to say yes.
[Claim Your Welcome Back Offer]
No commitment until you're ready. No awkward conversation. Just come back, see how it feels, and we'll take it from there.
We'd love to have you back.
[Your Name] & the [Business Name] team
PS: The hardest class is always the first one back. After that, you'll wonder why you waited so long.
💡 The example templates above use plain-text placeholders for readability. When creating your emails, you'll need to replace these with the corresponding system placeholders available in the email editor.
For example, replace [First Name] with {{recipient_first_name}} to automatically insert the recipient's first name when the email is sent.
🔶 Email Preview
8️⃣ The final stage is the Email Preview section, which displays a summary of the email name, status conditions, and frequency, along with the preview of the email subject and body.
The preview will display what the email looks like with placeholders, but if you click on the "Email with sample values" option on the top-right, it will replace the placeholders you added with sample values, which will be similar to what the customer will receive.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Will customers receive an email if I move them manually instead of via automation?
Click the arrow to see the answer
Click the arrow to see the answer
Notifications also fire on manual stage changes (when a staff member drags a card on the Kanban board).
For more on how stage transitions work, see CRM Kanban Board: Automations, Assignments and Manual Overrides.
What happens if a customer enters and exits a stage quickly?
Click the arrow to see the answer
Click the arrow to see the answer
Each stage entry is treated as a separate email trigger. This means that every time a customer enters a stage, the corresponding notification can be sent.
If a customer moves back and forth between two stages, any relevant new notification/s may be generated each time they re-enter a stage.
Can I delay a notification?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. In the frequency section, you can select the Schedule option, and set the email to go out any amount of time after the customer met the necessary conditions.
This way, you can set multiple email notifications, so that one can go out immediately, and then also send a follow up email on a later date.
Are these emails the same as my existing automated emails?
Click the arrow to see the answer
Click the arrow to see the answer
No, they're a separate system. Existing GoTeamUp automated emails (e.g. registration confirmations, payment receipts) continue to fire as before. Lifecycle notifications are tied specifically to CRM stage changes and are managed in the CRM area.
How do I see what notifications a specific customer has received?
Click the arrow to see the answer
Click the arrow to see the answer
Open the customer's profile and check the Activity Log. Every notification that fired for that customer is logged with its template, recipient, and send timestamp.
💡 See the CRM Interactions and Activity Log guide for more.