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Award Communications: Email Trigger Guide

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Micall Searles
Micall Searles
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Contents

Overview

This guide lists all Award email communications trigger conditions in Next, including a description of the trigger, if the email is set up by default, who receives it, when it can be sent, and the associated templates.

You can manage your email setup under the Communications tab in the award cycle.  

📌Note: This article focuses on emails you can manage. Some emails are system-generated and cannot be customized. See a full list here. 
 

Access Award Email Communications Triggers

To access the setup for Award emails: 

  1. In Cycle Settings, click Communications in the top menu, then select Setup from the left menu.  

     

  2. On the Communication Setup page, click the Award tab, then click Setup in the upper-right corner.

 

Trigger Reference Tables

Viewing the Trigger Tables

Email triggers are grouped by category: 

1. Click a category name to expand it and view the trigger table inside. 

2. Review the table key below to understand each column.

3. Click the category name again to collapse it.

 

Table Key

Each trigger table uses these columns:

  • 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. 

 

Award Communications: Award Status Emails
 
Trigger  Set Up By Default? Recipients Email Template Name Available Timing
EMAILS TO APPLICANTS
Emails sent to applicants, updating them on their awarding status

Accepted

Sent when an applicant accepts an award

 ❌ No

Individual Applicant

Organization Applicant

“Award Accepted: Individual Applicant” 

“Award Accepted: Org Applicant”

 Immediate + After

Notify

Sent when an award and award agreement are assigned to an applicant

 ✅ Yes 

Individual Applicant

Organization Applicant

“Notify: Individual Applicant” 

“Notify: Org Applicant”

 Immediate

Reawarded

Sent when an admin re-offers an award to an applicant

 ✅ Yes 

Individual Applicant

Organization Applicant

 "Reawarded: Individual Applicant"

"Reawarded: Org Applicant"		 Immediate + After

Reversed

Sent when an admin reverses an award offer to an applicant

 ✅ Yes 

Individual Applicant

Organization Applicant

 "Reversed: Individual Applicant"

"Reversed: Org Applicant"		 Immediate + After

Waitlisted

Sent when an applicant is put on the waitlist

 ❌ No

Individual Applicant

Organization Applicant

“Waitlisted: Individual Applicant”

“Waitlisted: Org Applicant”

 Immediate + After

Selected

Sent when an applicant is selected to receive one or more awards, but the awards have not yet been assigned by an admin

 ❌ No

Individual Applicant

Organization Applicant

“Selected: Individual Applicant” 

“Selected: Org Applicant”

 Immediate + After
EMAILS TO ADMINS
Emails sent to the Program Owner or Program Managers when an applicant responds to an award

Declined

Sent when an applicant declines an award

✅ Yes 
(Immediate emails to PO+PMs only) 

 

📌Note: You can also send an email to applicants, but it must be set up manually.

Program Owner (PO)

Program Manager (PM)

Individual Applicant

Organization Applicant

“Declined: Program Owner” 

“Declined: Program Manager” 

Applicant Templates:

- “Declined: Individual Applicant”

- "Declined: Org Applicant” 

 Immediate + After
Award Communications: Approval Emails
 

These emails apply only to organizations that have approvals enabled and set up in the cycle. Learn more here: ➡️ How to Set Up Approvals for Awarding, Disbursements & Reimbursements.

Trigger  Set Up By Default? Recipients Email Template Name Available Timing
EMAILS TO APPROVERS
Emails sent to applicants, updating them on their awarding status

Award Approval Requested

Sent when an admin sends an award for approval

✅ Yes 
 



 

 Approver "Award Approval Requested: Approver" Immediate 

Award Approval Reminder

Sent when an award approval request is still pending

 ✅ Yes 
(3 days After assigned) 		Approver “Award Approval Reminder: Approver” Immediate + After

Award Approval Deadline Reminder

Sent before and after the approval deadline

 ✅ Yes 
(1 day Before deadline + 1 day After deadline) 		Approver “Award Approval Deadline Reminder: Approver” Immediate + Before + After
EMAILS TO ADMINS
Emails sent to the Program Owner or Program Managers once approval is decided

Award Approved

Sent when the minimum number of required approvers approve the award

 ✅ Yes 

Program 
Owner (PO)

Program 
Manager (PM)

 


 

“Award Approved: Program Owner”

"Award Approved: Program Manager"

 Immediate

Award Rejected

Sent when the minimum number of required approvers reject the expense

 ✅ Yes 

Program 
Owner (PO)

Program 
Manager (PM)


 

“Award Rejected: Program Owner”

"Award Rejected: Program Manager"

 Immediate

 

Related Articles

➡️Intake Communications: Email Trigger Guide
➡️Review Communications: Email Trigger Guide
➡️Post Award Communications: Email Trigger Guide


 


 

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