User Role Changed → Send Email

Use Case

When a user’s role changes in WordPress, you want to notify them immediately. This keeps them informed about their new access level, benefits, or responsibilities.

Common scenarios:

• Membership tier upgrade confirmation
• VIP status notification
• Wholesale account approval
• Moderator/editor promotion
• Subscription level changes

Step-by-Step Setup

1. Create a New Workflow

Navigate to Sequensy → Workflows in your WordPress admin and click Add New Workflow.

Name your workflow “Role Change Notification” or “Membership Upgrade Email”.

2. Configure the Trigger

Select User Role Changed as your trigger.

Available filters:

• Previous Role: The role they had before
• New Role: The role they now have
• User: Specific users or user types

3. Set Up the Send Email Action

Configure your notification email:

Email Body Example:

Hi {first_name},

Great news! Your account has been upgraded.

Previous level: {old_role}
New level: {new_role}

Your new benefits include:
- Access to premium content
- Priority customer support
- Exclusive member discounts
- Early access to new features

Log in to explore your new access: {login_url}

Thanks for being a valued member!

Best regards,
The {site_name} Team

4. Create Role-Specific Workflows

Set up separate workflows for different role transitions:

5. Test Your Workflow

1. Enable the workflow
2. Change a test user’s role
3. Verify email was sent
4. Check role information is correct
5. Confirm any new access works

Pro Tips

Be specific about changes: Tell them exactly what’s different now—new access, new benefits, new responsibilities.

Include next steps: Guide them to take advantage of their new role immediately.

Different emails for upgrades vs downgrades: An upgrade is a celebration; a downgrade needs careful, respectful communication.

Link to their account: Make it easy for them to see their new status.

Email Templates by Role Change

Upgrade to VIP/Premium

Subject: 🎉 Congratulations! You're now a VIP member

Hi {first_name},

You've earned VIP status! Here's what that means for you:

✨ 20% off all purchases
✨ Free shipping on every order
✨ Early access to sales
✨ Priority support

Your VIP perks are active now. Start enjoying them: {shop_url}

Thank you for being an amazing customer!

Membership Activated

Subject: Your membership is now active!

Hi {first_name},

Welcome to the members' area! Your membership is fully active.

Here's how to access your benefits:

1. Log in: {login_url}
2. Visit the Members Area: {members_url}
3. Download your welcome resources

Your membership includes:
{membership_benefits}

Questions? Reply to this email anytime.

Wholesale Account Approved

Subject: Your wholesale account is approved!

Hi {first_name},

Great news! Your wholesale application has been approved.

Your account now has:
- Wholesale pricing (up to 40% off retail)
- Bulk order quantities
- Net 30 payment terms
- Dedicated account manager

View wholesale catalog: {wholesale_url}

Your account manager {manager_name} will be in touch shortly.

Downgrade/Expiration

Subject: Your account access has changed

Hi {first_name},

We wanted to let you know that your account level has changed
from {old_role} to {new_role}.

This means some features are no longer available. To restore
your previous access, you can upgrade anytime: {upgrade_url}

We hope to see you back soon!

Questions? Contact us: {support_email}

Troubleshooting

Email not sending on role change?

• Verify role actually changed
• Check workflow trigger conditions
• Review workflow logs

Wrong role showing?

• Verify merge tag for role names
• Check role display names vs slugs
• Review WordPress role configuration

Multiple emails sent?

• Check for duplicate workflows
• Verify role only changed once
• Review other plugins changing roles