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Referral Factory includes several automated email templates (called Always On Emails) that send to referrers and leads at key moments in the referral journey. You can enable, disable, and customise each one.
How to configure email notifications
The default templates are:
For a detailed breakdown of when each email sends, see How to enable or disable specific email notifications.
- Go to Emails in the left sidebar.
- Click the Always On Emails tab.
- You will see templates split into two groups — Emails for Referrers and Emails for Leads.
- Use the toggle on each template card to enable or disable it.
- Click Edit Template to customise the subject line, body content, and personalisation variables.
- Click Save when done.
- Referrers: Welcome Email, You got a referral!, You got a qualified referral!, Reminder — plus optional channel-specific Welcome Email variants for referrers added via different methods (e.g. Popup, API, Zapier, Make.com, N8n)
- Leads: Welcome Email, Becomes qualified, Reminder
Reminder emails
Both referrers and leads have a Reminder template. Each has a Reminder Interval setting that controls how many days after joining the campaign the reminder is sent. The default interval is 28 days, but you can choose from six options: 21, 28, 36, 42, 52, or 60 days.
Channel-specific Welcome Emails
In addition to the core Welcome Email for referrers, Referral Factory supports channel-specific Welcome Email variants. These are separate email templates that send instead of the default Welcome Email when a referrer joins through a specific channel.
The available channel-specific variants are:
These variants are optional. By default, only the core Welcome Email is active. To add a channel-specific variant, click Add Email (the + button) in the Always On Emails tab. You can also delete channel-specific variants you do not need — they will fall back to the default Welcome Email.
- Welcome Email (Added) — sent when a referrer is added manually or via CSV upload
- Welcome Email (Popup or Widget) — sent when a referrer joins through a popup or website widget
- Welcome Email (API) — sent when a referrer is added via the API
- Welcome Email (Zapier) — sent when a referrer is added via Zapier
- Welcome Email (Make.com) — sent when a referrer is added via Make.com
- Welcome Email (N8n) — sent when a referrer is added via n8n
Sending one-off emails
If you want to send a one-time email blast (for example, a launch announcement), use the Once Off Emails tab under Emails. This feature requires account approval — see How to use Referral Factory's built-in email tools to ask for referrals for details.