Workflow Recipe: Personalized Welcome Email for Every New User

WordPress’s default new-user notification is a password reset link. It’s functional and forgettable. This workflow replaces it with an AI-written welcome email that feels personal, sets expectations, and starts the relationship with new members or customers the right way.

Before You Start

You’ll need:

• Familiar with the workflow builder (First Custom Workflow guide)
• AIWU with API key configured
• Time needed: ~10 minutes
• Plan required: Free (email output) · Pro (delay sequences)

What This Workflow Does

Trigger: User Registered → AI writes personalized welcome email using their name → sends immediately.

Step 1: Create the Workflow

Go to AI Copilot → Workflows → Create New Workflow. Name it: “New User Welcome Email”.

Step 2: Set the Trigger

Step 3: Write the AI Prompt

Customize the prompt for your business type. Three templates:

E-commerce store:

Write a warm welcome email for a new customer who just created an account on our online store, {site_name}. Their name is {display_name}.

Include:
- Personal greeting using their first name
- What they can do with their account (track orders, save wishlist, faster checkout)
- One specific benefit of shopping with us (mention our free shipping over $50 threshold and 30-day returns)
- A gentle CTA to browse our bestsellers (link: https://aiwuplugin.com/shop/)
- Warm sign-off from "The {site_name} Team"

Tone: friendly, welcoming, not salesy. Max 120 words.

Membership or subscription site:

Write a welcome email for a new member who just joined {site_name}. Their name is {display_name}.

Include:
- Enthusiastic welcome that validates their decision to join
- 3 specific things they can do right now (use bullet points)
- Where to go if they need help (link to: https://aiwuplugin.com/support/)
- Their login URL: https://aiwuplugin.com/my-account/
- Sign-off from the founder or team

Tone: community-oriented, warm. Max 150 words.

SaaS / app:

Write an onboarding welcome email for {display_name}, who just signed up for {site_name}.

Include:
- Confirm what they signed up for and why it's a good decision
- One clear first action to take right now (link: https://aiwuplugin.com/dashboard/)
- A 2-sentence explanation of what they get in the first 7 days
- Offer to answer questions: reply to this email
- Short, confident sign-off

Tone: professional, concise. Max 100 words. No exclamation marks.

Step 4: Configure the Email Output

Optional: Add a Delay Sequence

For deeper onboarding, chain multiple workflows on the same trigger with different delays:

• Workflow 1: Delay 0 → Welcome email (this guide)
• Workflow 2: Delay 3 days → “Have you tried X?” follow-up
• Workflow 3: Delay 7 days → Tips & getting-started guide

Each is a separate workflow with the same User Registered trigger but different delay settings and AI prompts.

Verify It’s Working

Create a test WordPress account (use a real email you can access). Check your inbox — the welcome email should arrive within 60 seconds of account creation.

Common Issues

Problem: “Email arrives but the display name shows as their email address or username.”
Fix: If users don’t set a display name during registration, WordPress defaults to their username or email. Add to the prompt: “If the name looks like an email address or username (contains @, numbers, or underscores), use ‘there’ as the greeting name.”

Problem: “Email is going to spam.”
Fix: This is a deliverability issue, not an AIWU issue. Configure SPF/DKIM records for your domain, and consider using an SMTP plugin (WP Mail SMTP, Postmark, SendGrid) to improve email deliverability.

What’s Next

• 🔔 Add order confirmation emails: WooCommerce Order Notifications
• 📋 More workflow recipes: 5 Ready-Made Workflows
• 🔧 Reference for all user variables: Workflow Variables Reference

Last verified: AIWU v.4.9.2 · Updated: 2026-02-25