Automated Emails
One of the benefits of Winehub is that all club and loyalty emails are sent to customers automatically. Before you can activate your emails within Winehub you must verify your sending address to ensure that your membership emails are delivered successfully. You can then customise the contents of these automated emails so that they better match your brand.
Global Email Template
This is the section where you set up and verify your email sending address. It is also where you customise the theme for all automated emails.
Setup Email Sending Address
Follow these steps to set up your email sending address;
- Enter the email address and display name you would like your Winehub emails to come from.
- Send the email address to support@winehub.io for verification
- The Winehub support team will send you three CNAME records that you will need to add to your DNS records (generally updated in the same place as your website domain)
- You will also receive a verification email from Amazon Web Services (AWS) that you will need to click on to finish verification (check your spam folder if you haven't received it)
Be sure to click on the verification link that is emailed to you within 24 hours, otherwise it will expire and you'll need to request a new one.
Customise Your Email Theme
Here's where can customise the look and feel of your automated Winehub emails. Or, see the details below to learn how to use a Klaviyo template instead.
- Upload your logo
- Select an existing theme, or use Custom to create your own
- Choose the colour of your theme and action buttons
- Add any Header or Footer text (optional - will show on ALL automated emails)
- Use the Preview Email Template section to check how your emails will look
- Save your changes
Use a Klaviyo Template Instead
Using our Klaviyo integration, you can fetch one of your Klaviyo templates for use within Winehub. This will allow you to send emails via Winehub that match your other brand communications sent via Klaviyo (If you want to send all emails via Klaviyo instead, read these instructions).
- Create a new template in Klaviyo that has your header and footer only
- Place [WINEHUB_CONTENT] where the body of your email would normally go (example below)
- Follow the instructions to setup the Klaviyo integration.
- Click 'Sync with Winehub' button
- Return to the Global Email Templates section
- In the Theme selector, you will now see your Klaviyo templates - select the one you just created
- Check the message preview below to see that the emails look correct
- Save your changes (right at the bottom of the settings page)
Action Email Templates
This section contains the content of each automated email that is sent by the system. These emails are dispatched automatically based on their associated event (shown below). There are seven action email categories; Club, Loyalty, Referral, Allocation, Exclusive Products, Reservations & Winback. Each category can be turned on or off at any time, independent of the email system status.
You only need to customise and activate the emails in the sections of Winehub that you are using and you can leave the other sections disabled. There is default text for each email that you may customise to match your brand and clubs, and you can use the variables (shown below the email text) to add dynamic fields into your email (ie. First Name, Club Name, or Club Benefits).
Wine Club & Subscription Emails
| Welcome Email | When a new subscription is created. |
| Welcome Email (General Subscriptions) | When a general subscription is created. |
| Rebill Attempt Failed | When a payment attempt for a subscription rebill fails. |
| Rebill Limit Reached | When the maximum number of rebill attempts has been reached without a successful payment. |
| Pause | When a subscription is paused. |
| Resume | When a paused subscription is resumed. |
| Cancel | When a subscription is cancelled by the customer. Admins have the option to notify when cancelling a subscription. |
| Product Changed | When a product in the subscription is swapped for another product. |
| Rebill Date Swapped | When the next payment/rebill date for a subscription is changed. |
| Rebilling Changed | When the rebill frequency for a subscription is updated. |
| Close to Shipment | When a subscription shipment date is approaching (e.g., a reminder 2,5 days before shipping). |
| Close to Seasonal Shipment | When a seasonal subscription reaches its renewal date. Only applies to seasons using default shipments otherwise the standard template is used. |
| Bulk Product Swap | When multiple subscriptions are updated to swap one product for another in bulk and notify customer is selected. |
If the close to shipment reminder days field is left blank the email will not trigger.
Referral Emails
New Shareable Referral Code When a new referral code is generated and shared with the user. WhatsApp/Twitter/Email Sharing Message When a user shares their referral code via WhatsApp, Twitter, or Email. New Referral Reward Discount When a referral reward discount is earned by the user. Referral Reward Discount Reminder When the user is reminded to use their referral reward discount.
| New Shareable Referral Code | When a new referral code is generated and shared with the user. |
| WhatsApp/Twitter/Email Sharing Message | When a user shares their referral code via WhatsApp, Twitter, or Email. |
| New Referral Reward Discount | When a referral reward discount is earned by the user. |
| Referral Reward Discount Reminder | When the user is reminded to use their referral reward discount. |
Loyalty Tier Emails
| Welcome Notification | When a user is added to a new membership tier. |
| Near Upgrade | When a user is close to meeting the criteria for upgrading to the next membership tier. |
| Near Purchase-Based Upgrade | When a user is close to upgrading to the next tier based specifically on purchase activity. |
| Near Lifetime Upgrade | When a user is close to qualifying for a lifetime membership upgrade. |
| Near Downgrade | When a user is close to being downgraded to a lower membership tier. |
| Near Purchase-Based Downgrade | When a user is close to being downgraded due to insufficient purchase activity. |
| Exit Notification | When a user exits or is removed from a membership tier. |
| Deleted Notification | When a membership tier is deleted, or a user’s membership is entirely removed. |
Allocation Emails
| Notification | When an allocation is created, assigned, or updated, and the user is notified. |
| Reminder | When a user is reminded about a pending allocation. |
| Extension | When the duration or deadline of an allocation is extended. |
| Revoked | When an allocation is revoked or withdrawn from the user. |
| Cancelled | When an allocation is cancelled before or during its active period. |
Exclusive Product Emails
| New Exclusive Product | When a new exclusive product is offered to a customer. |
| Exclusive Product Reminder | When a user is reminded about an exclusive product they can access. |
Reservation Emails (Tock Integration)
| Nominate Product | When a new reservation is made and 'Nomimated Products' are active |
| Nominate Page Template | When a user has confirmed their 'Nominated Product' |
Learn more about Nominated Products & Emails
Winback Flow
| Skipped Shipments | When triggered by an admin & winback flow is active |
Activating Automated Emails
Once you've finished all of your email setup and customisations, you must 'activate' your automated emails. In General Settings > System Features, you will find the setting to Enable all automated emails. You can enable or disable specific groups of emails in the Action Email Templates section.
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