Table Key

• Trigger: The action in the system that causes the email to send.
   
• Set Up By Default? – Shows whether the email is automatically included in a cycle’s setup.
  • ✅ Yes: The email is already set up and will send automatically.
  • ❌ No: You must add the email yourself in Communications > Setup.
• Recipients: The people who receive the email.
   
• Email Template Name: The name of the email template linked to that trigger.
   
• Available Timing: When the email can send:
  • Immediate:  Sends as soon as the trigger happens. 
    ⚠️All the default emails use “Immediate” timing. 
     
  • Schedule > Before: Sends X  number of days before the trigger happens.
  • Schedule > After: Sends X number of days after the trigger happens.
    ⚠️If you want to send Before/After emails, you must add them to your setup. 

Application Edited

Sent when an Admin saves edits to an Intake Form in  any Intake Round

Individual Applicant 

Organization Applicant

“Application Edited: Individual Applicant” 

“Application Edited: Organization Applicant”

Application Submitted

Sent when an applicant submits an Intake Form or resubmits after revisions

✅ Yes 
(Immediate only)

💡Tip: For Rolling Cycles, add an Immediate email to notify Program Owners and/or Program Managers of a submitted application. 

Individual Applicant 

Organization Applicant

Deadline

Sent when the Intake Round deadline is approaching

✅ Yes 
(Immediate only)

💡Tip: The default email sends at the Intake Round deadline. Add a Scheduled > Before email to notify applicants 7 days earlier. 

Individual Applicant 

Organization Applicant

📌Note: This sends to any applicant, regardless of whether they’ve submitted their application.

“Intake Deadline Sample Template: Individual Applicant” 

“Intake Deadline Sample Template: Org Applicant”

Disqualify

Sent when an Admin disqualifies an application in any Intake Round

✅ Yes 
(Immediate only)

📌Note: If you reverse a disqualified application in Intake, the system automatically sends the Review notification for Applicant Disqualification Reversed [insert link]

Individual Applicant 

Organization Applicant

Late Submission Approval

Sent when an Admin approves a late Intake Form

Individual Applicant 

Organization Applicant

Next Round Open

Sent when applicants are advanced to the second Intake Round (if applicable)

Individual Applicant 

Organization Applicant

Update Application

Sent when an Admin republishes the workflow after making changes to an Intake Form

Individual Applicant

Organization Applicant

Revision Requested

Sent when an Admin requests a revision to an Intake Form

Individual Applicant 

Organization Applicant

“Individual Applicant Revision Request”

“Organization Applicant Revision Request”

Recommendation Reminder

Sent when a third-party recommender has incomplete recommendation requests

📌Note: This reminder is initiated by the applicant in the “Request” section of their intake. 

Recommendation Request

Sent when an applicant submits a recommendation request

Recommendation Submitted

Sent when a third-party recommender completes a recommendation

Requestee

Individual Applicant 

Organization Applicant

“Request Form Successfully Submitted: Requestee”

“Request Form Successfully Submitted: Individual Applicant”

“Request Form Successfully Submitted: Org Applicant”