How to Send a Welcome Email When WP All Import Creates a User

Importing members from a spreadsheet or another system is quick, but nobody tells them they now have an account. Zapify can send each imported user a welcome email as their record is created, using the A record is imported trigger and the Send an email action. Both are free.

What this automation does

The automation is one trigger plus one action:

• Trigger: A record is imported (WPAI_POST_IMPORTED, WP All Import)
• Action: Send an email (WP_SEND_EMAIL, WordPress)

For each user the import creates, Zapify sends one email addressed to that person.

Before you start

• WP All Import installed and active, with an import set up to import Users.
• A working mail setup so WordPress can send email, and one that can handle a burst of messages.
• Permission to email these people. Check that the people in your file have agreed to hear from you.

How to build the automation

Step 1: Create a new automation

1. In the WordPress admin, go to Zapify → Automations.
2. Click Add New to open the builder.
3. Name it clearly, such as Welcome imported members.

Step 2: Add the "A record is imported" trigger

1. Click Add Trigger.

2. Choose WP All Import as the app.

3. Select A record is imported.

4. Configure the trigger:

Field	Value
Post type	Users (a user import)
Import	Your user import, or Any import.
Created or updated	Created, so only new accounts get the email.

Step 3: Add the "Send an email" action

1. Click Add Action.

2. Choose WordPress as the app.

3. Select Send an email.

Step 4: Configure the email

For a user import the trigger gives you user tokens in place of post tokens. For example:

• To: {{trigger:USER_EMAIL}}
• Subject: Welcome to {{site:name}}, {{trigger:USER_FIRST_NAME}}
• Body: Hi {{trigger:USER_FIRST_NAME}}, an account has been created for you with the username {{trigger:USER_LOGIN}}. You can set your own password with the **Lost your password?** link on the login page.

Step 5: Set the steps Live and save

Each trigger and action has its own Live / Off / Draft switch. A new automation starts as a Draft and does nothing until its steps are Live.

1. Set the trigger and every action to Live.
2. Click Save.

Step 6: Test it

Run an import with two test rows and check that both addresses get an email. Zapify → Logs shows each run.

Tokens you can use

Token	What it holds
User ID / Username / User email	The imported user.
Display name / First name / Last name / User role	Name and role, when the import sets them.
Import ID / Import name	Which import created the account.

Conclusion

With the A record is imported trigger set to Users and the Send an email action, an imported member hears from you the moment their account exists. To also send a proper password link, see sending a password reset email when a user registers, or add them to your CRM with Groundhogg.

FAQs

Is this free in Zapify?

Yes. The trigger and the Send an email action are both free.

How does Zapify know it is a user import?

It looks at what the import saves. For an import of users, the run is about the imported user, so {{trigger:USER_EMAIL}} is their address.

Will someone get the email twice if I import them again?

No. The automation's default per-user limit of one run stops a second email to the same person, and Created ignores records that only update.

Will it email people who already have an account?

Not if Created or updated is Created. Records the import only updates are ignored.

Could my mail server cope with hundreds of emails?

Zapify sends each one in the background, one at a time, but your host or mail service may limit how many you can send per hour. Use a transactional email service for large imports.

Do I need to write any code?

No. Everything is configured in the Zapify visual builder.