Sign-Up and Approval Emails
The emails Siren sends applicants and admins when people sign up, confirm, and are approved or declined, and what each way of deciding sends.
WordPress plugin and Siren Cloud
Last updated: October 28, 2026
Siren emails applicants and your admins as people sign up through a registration form or a Gravity Forms or Ninja Forms sign-up, and when you approve or decline them. On WordPress the wording is fixed, Siren always sends them, and they have no merge tags. On Siren Cloud, people apply through application forms, and the emails name your organization, as Review Applications describes.
The emails
| Email subject | Who gets it | When |
|---|---|---|
| ”Action Required: Validate New Account” | The applicant | They submit the registration block with a new email. The “Confirm Signup” button confirms it’s their address |
| ”Action Required: Validate Updates To Your Account” | The collaborator | They submit the registration block with an email that’s already a collaborator. The button is “Confirm Changes" |
| "Action Required: New Collaborator” | Your administrators and Siren program managers | An applicant confirms on a form set to Pending. The “Approve Collaborator” button approves them |
| ”Action Required: Collaborator Requested Access To New Programs” | Your administrators and Siren program managers | An existing collaborator confirms on a form that doesn’t approve existing collaborators. The button is “Approve Changes" |
| "Your Application Was Approved” | The applicant | You approve them, however you do it. It lists what they joined |
| ”An Update On Your Application” | The applicant | You decline them |
| ”Your Request Was Approved” | The collaborator | An existing collaborator’s request to join more is approved |
| ”Finish Setting Up Your Account” | The collaborator | You use “Send Signup Email” |
The “Confirm Signup”, “Confirm Changes”, “Approve Collaborator”, “Approve Changes”, and “Set Up My Account” buttons work for one day after the email goes out. A “Sign In” button has no time limit.
How approving and declining work
Every way of deciding sends the email once: the “Approve Collaborator” button in the admin email, “Activate” in the bar on Siren > Collaborators, the Status field on a collaborator’s edit screen, and the REST API. A registration form set to Active approves the applicant for you once they confirm, and they get the approved email too. A Gravity Forms or Ninja Forms sign-up set to Active is never approved, so it gets no approved email, as What a sign-up does explains.
- Setting an unconfirmed or Pending applicant to Rejected sends the declined email. It gives no reason.
- A rejected applicant you later activate gets the approved email.
- Approving someone who’s already active sends nothing.
- People you add yourself get neither email, even when you activate them later.
- A Pending applicant hears nothing between confirming and your decision.
- On Siren > Collaborators, “Activate” approves in bulk. To decline, set Rejected on the edit screen, or use the REST API’s
rejectbulk action.
The approved email offers “Set Up My Account” when Settings > General > “Anyone can register” is on and the applicant has no WordPress account. The button opens your site’s registration page with their email filled in. Otherwise it offers “Sign In”.
Applicants who haven’t confirmed
Someone who submits the registration block stays unconfirmed until they click “Confirm Signup”, and Siren > Collaborators doesn’t list them until then. They’re already in the form’s programs, but they earn nothing until they’re active. The link works for one day, and after that it opens a “Request Could Not Be Processed” page. No screen in Siren finishes their sign-up. Submitting the form again sends “Action Required: Validate Updates To Your Account” instead, which doesn’t finish their sign-up.
To let in someone whose link expired, a developer can find them with GET /siren/v1/collaborators?status=unvalidated and set their status with PUT /siren/v1/collaborators/:id, signed in as an administrator, as Update Collaborator describes. Setting them active approves them without the email check and sends the approved email, and setting them rejected sends the declined email. No admin approval email goes out. On Siren Cloud, an Admin opens the application, goes to the collaborator page, clicks Edit, and sets their Status there instead, as Review Applications describes.
Send Signup Email
On Siren > Collaborators, tick collaborators and click “Send Signup Email” to email each one “Finish Setting Up Your Account”, with a link to create their WordPress account. It skips anyone who already has a WordPress account, and sends nothing while “Anyone can register” is off. It then says “No signup emails were needed for the selected collaborator(s)”. Each click sends again.
On Siren Cloud, “Send Signup Email” sends the approved email instead, with a “Set Up Your Account” link that works for 7 days. Requests to approve a new applicant go only to Admins who haven’t switched them off, an Active form sends the approved email as soon as the applicant confirms, and Admins can edit, switch off, or delete the approved, declined, and applied emails under Settings > Notifications, as Notifications and Email describes. Review Applications covers them.