| name | saas-lifecycle-email-orchestration |
| description | Use when designing SaaS lifecycle email triggers, branches, suppression, churn signals, upgrades, reactivation, referrals, or attribution. |
| metadata | {"portable":true,"compatible_with":["claude-code","codex"]} |
SaaS Lifecycle Email Orchestration
Acknowledgement: Shared by Peter Bamuhigire, techguypeter.com, +256 784 464178.
Required Inputs
| Input | Required | Use |
|---|
| Tenant, product, and lifecycle scope | yes | Bound the SaaS decision |
| Current architecture, plans, policies, and constraints | yes | Preserve enforceable behaviour |
| Production data or verified evidence | conditional | Validate thresholds and migrations |
Capability and permission contract
Default to read-only analysis. Change configuration, billing, identity, tenant data, infrastructure, or customer communications only with explicit authority, least-privilege credentials, tenant scope, rollback, and auditable approval. Never expose secrets or cross tenant boundaries.
Degraded mode
If production access, policy, telemetry, or authoritative records are unavailable, produce a labelled design or dry-run plan. Do not claim deployment, reconciliation, deletion, delivery, or measured outcomes; list missing evidence and verification.
Decision rules
| Condition | Action | Stop condition |
|---|
| Tenant isolation, money, identity, or deletion is affected | Require approval and rollback evidence | Scope or authority is ambiguous |
| Evidence supports a reversible change | Stage, test, and record it | Acceptance checks fail |
| Only partial context is available | Return assumptions and validation | A production claim cannot be verified |
Domain Anti-Patterns
- Applying one tenant's policy or data to another. Fix: enforce tenant scope at every boundary.
- Mutating production from an advisory request. Fix: remain read-only until authority is explicit.
- Inventing limits, prices, metrics, or compliance claims. Fix: use authoritative records or mark them unresolved.
- Shipping without rollback and audit evidence. Fix: stage and retain before/after proof.
- Treating a missing dependency as successful. Fix: name the blocked verification.
Use When
- Designing the six core lifecycle email sequences for a SaaS — welcome / onboarding, behavioral / feature-discovery, upgrade / upsell, retention, reactivation, referral.
- Replacing a single "drip campaign" with event-driven branched automation.
- Coordinating in-app upgrade prompts with email upgrade prompts so they don't double-fire.
- Attributing revenue to email touches (control vs treatment cohorts).
- Wiring PQL signals into upgrade emails and churn-risk signals into retention emails.
Do Not Use When
- The task is the underlying email infrastructure (ESP, deliverability, suppression) — use
saas-transactional-email-infrastructure.
- The task is HTML template authoring — use
tabler-email-templates.
- The task is acquisition cold email — use sales/marketing tooling outside this engine.
Required Inputs
- The product's activation event (the "aha moment") — from
product-led-growth.
- PQL scoring outputs — from
product-led-growth.
- Churn-risk signals — from
saas-growth-metrics or product-led-growth.
- Plan / tier catalogue and upgrade paths — from
subscription-billing and saas-entitlements-and-plan-gating.
- Trial policy — from
subscription-billing.
Workflow
- Read this
SKILL.md.
- Define the user data model the email tool needs (§2) — contact attributes + event stream.
- Design each of the six sequences (§3-§8) — trigger, branches, suppression, send cadence.
- Wire the trigger contract (§9) — what events fire what sequences.
- Coordinate with in-app prompts (§10) — avoid double-firing.
- Set up revenue attribution (§11) — control vs treatment per sequence.
- Apply anti-patterns (§12).
Quality Standards
- Every email belongs to exactly one of the six sequences (or is purely transactional).
- Every sequence is event-triggered, not scheduled blast.
- Every email obeys the suppression list (transactional / lifecycle / marketing categories).
- Every send/open/click written to the warehouse with cohort attributes.
- Revenue attributed per sequence; under-performing sequences killed, not iterated forever.
Anti-Patterns
- "Drip campaigns" running on calendar schedule regardless of user behavior.
- Welcome email sent after the user has already activated (looks robotic).
- Upgrade emails sent to users on the highest plan.
- Retention emails sent to users who just renewed.
- Reactivation emails ignoring transactional consent → spamming.
- Sequences without branches (every user gets the same email at T+1, T+3, T+5).
- No A/B test cadence — sequences ossify.
Outputs
- The six sequence specs (trigger, branches, emails, send conditions).
- Trigger contract — event → sequence mapping.
- Suppression matrix per sequence.
- Coordination contract with in-app prompts.
- Revenue-attribution dashboard.
Evidence Produced
| Category | Artifact | Format | Example |
|---|
| Correctness | Six-sequence catalogue | Markdown doc with branch diagrams | docs/email/lifecycle-sequences.md |
| Release evidence | Trigger-event contract | Markdown table | docs/email/trigger-contract.md |
| Operability | Email revenue attribution dashboard | Dashboard link | docs/email/attribution-dashboard.md |
References
references/sequence-welcome-onboarding.md — branched welcome flow with activation check.references/sequence-behavioral.md — feature-discovery, approaching-limit, inactive nudges.references/sequence-upgrade.md — PQL-triggered upgrade flow.references/sequence-retention.md — churn-risk triggered save sequences.references/sequence-reactivation.md — long-dormant win-back.references/sequence-referral.md — NPS-promoter and active-user referral.- Companion:
saas-transactional-email-infrastructure, tabler-email-templates, product-led-growth, saas-growth-metrics, saas-entitlements-and-plan-gating.
§1 The Six Sequences
From Garbugli's SaaS Email Marketing Playbook:
| # | Sequence | Trigger | Primary goal |
|---|
| 1 | Welcome & Onboarding | user.signed_up or tenant.created | Drive to activation (the aha moment) |
| 2 | Behavioral & Lifecycle | Specific feature/usage events (or their absence) | Drive depth, prevent stall |
| 3 | Upgrade / Upsell / Expansion | PQL signals (approaching limit, gated-feature hit, sustained engagement) | Expand revenue |
| 4 | Retention / Churn Prevention | Churn-risk score threshold crossed | Save accounts |
| 5 | Reactivation | Long inactivity (e.g., 60 days no login) | Win back dormants |
| 6 | Referral | NPS-promoter score, sustained activity | Drive viral acquisition |
Bonus (out of scope here, owned by sales): Cold / acquisition — outbound prospecting.
§2 The Data Model the Email Tool Receives
Contact attributes (sticky on the contact record in Customer.io / Braze):
email, name, tenant_id, tenant_name, tenant_plan, tenant_mrrrole (owner / admin / member / billing)signup_date, first_login_date, last_login_datelifecycle_stage (visitor / signup / trial / activated / paid / churned / reactivated)acquisition_channel, utm_source/medium/campaignfirmographics (industry, company_size, country, language)activation_state (boolean + date)pql_score, churn_risk_score, nps_score, last_nps_dateunsubscribed_categories[]
Events (firehose):
user.signed_up, user.activated, user.logged_in, user.invited_teammatefeature.X.used_first_time, feature.X.used_repeattrial.started, trial.day_N, trial.ended, trial.convertedsubscription.upgraded/.downgraded/.cancelledpayment.failed, payment.succeededsupport.ticket.created, support.csat_lowusage.approaching_limit, usage.limit_hitgate.denied (feature locked behind higher plan)
Wire via the event bridge from saas-transactional-email-infrastructure.
§3 Sequence 1 — Welcome & Onboarding
Trigger: user.signed_up (or tenant.created if more than one user joins simultaneously).
Goal: drive to activation event within trial window.
Structure (typical 5-7 email branch):
T+0 Welcome — confirm signup, deliver core CTA, set expectations
T+1d Getting Started — concrete first step
T+3d Feature Discovery — high-value feature the user hasn't touched
if user.activated: branch → "you're flying" follow-up
else: branch → "having trouble? here's help"
T+5d Social proof — case study from similar customer
T+7d Activation check
if user.activated: branch → "next milestone" + power-feature
else: branch → support-offer + troubleshooting
T+trial-3 Trial-end warning — value-led
T+trial Trial-end conversion — offer + paywall CTA
branch on subscription.created → "welcome to paid" (sequence ends)
branch on no subscription → "extended trial" or downgrade-to-free
Suppression:
- Skip if already
paid plan at signup (B2B paid trial → straight to enterprise sequence).
- Stop sending if
user.activated past T+3 + feature.X.used_repeat (user is in product).
- Always honour explicit unsubscribe.
§4 Sequence 2 — Behavioral & Lifecycle
Trigger: event presence or absence in product.
Examples:
| Email | Trigger condition |
|---|
| "Try the X feature" | user.activated AND NOT feature.X.used_first_time AND days_since_signup ≥ 7 |
| "Approaching your limit" | usage.approaching_limit (80% threshold) |
| "We noticed you haven't logged in" | last_login_date < now - 14d |
| "Your team is collaborating" | collaboration_event_count ≥ 5 in last 7d (positive reinforcement) |
| "How can we help?" | support.csat_low recently OR repeat-failed actions |
Send cadence: event-driven; capped at 2 / week per user / category.
§5 Sequence 3 — Upgrade / Upsell / Expansion
Trigger: PQL score threshold OR specific gate hit.
Examples:
| Trigger | Email |
|---|
usage.approaching_limit (90%) on a plan-tied limit | "You're close to your limit — upgrade to keep moving" |
gate.denied (feature=X) repeated 3x in 7 days | "Try X free for 14 days" (in-app trial of feature) |
pql_score >= threshold (Pro-tier behavior on Free plan) | "It looks like you're ready for Pro" |
active_users / max_seats >= 0.8 | "Add 5 seats and save 20%" |
Coordinate with in-app: if the in-app prompt fires today, suppress the email today.
§6 Sequence 4 — Retention / Churn Prevention
Trigger: churn-risk score crosses threshold OR specific churn-precursor events.
Examples:
| Trigger | Email |
|---|
churn_risk_score >= 0.7 | "Are we missing something?" — survey + CS contact |
subscription.downgraded | "Welcome to the new plan — here's what you keep" |
subscription.cancel_initiated (in-product) | Save flow — pause / discount / direct CS |
payment.failed | Dunning email + card update CTA |
Suppression: stop if user un-cancels or upgrades.
§7 Sequence 5 — Reactivation
Trigger: long inactivity (last_login_date < now - 60d, configurable).
Structure:
T+60d "We miss you" — emotional, value-led
T+67d "What's new" — features added since they left
T+74d "Special offer" — discount, extended use, or restore-data offer
T+81d "Final goodbye" — last chance + permission to fully unsubscribe
After the sequence, mark permanently_dormant and move to broadcast-only suppression.
§8 Sequence 6 — Referral
Trigger: nps_score >= 9 recent OR active_user >= 30d sustained + plan = paid.
Examples:
- "You're getting value — would you tell a friend?" (links to in-app invite flow)
- "Give X, get X" referral CTA
- Champion-program invite (for enterprise)
§9 Trigger Contract
The contract between product events and sequence enrolment:
| Event | Sequences it can trigger |
|---|
user.signed_up | Welcome & Onboarding (enroll) |
user.activated | Welcome & Onboarding (branch), Behavioral (enroll) |
usage.approaching_limit | Behavioral (warning), Upgrade (if plan-tied) |
gate.denied | Upgrade (after threshold) |
pql_score_increase | Upgrade |
churn_risk_increase | Retention |
subscription.cancel_initiated | Retention (save flow) |
last_login_date passed N days | Behavioral nudge → Reactivation after 60d |
nps_score >= 9 | Referral |
subscription.cancelled | Retention (exit survey), then Reactivation in 60-90d |
The email tool (Customer.io / Braze) consumes events and routes per the contract.
§10 Coordination with In-App Prompts
Single rule: one channel at a time per user per upgrade-context per day.
On upgrade_signal_for_user:
if user.in_app_session_active:
→ fire in-app prompt (Pendo / Appcues / built-in)
→ suppress email today
else:
→ fire email
→ suppress in-app prompt for 24h after click
Store the coordination state in a prompt_dispatcher service that the email tool and in-app tool both consult.
§11 Revenue Attribution
Every send writes:
send_id, user_id, tenant_id, sequence, email_id, template_id, cohort_tag, timestamp.
Every open/click/conversion writes back with the send_id lineage.
Materialise in the warehouse:
- Per-sequence conversion rate (sent → opened → clicked → converted).
- Per-email revenue (sum of
subscription.upgraded MRR delta in 7d post-click).
- Control vs treatment: maintain a hold-out cohort (e.g., 5% random skip) per sequence to measure incremental revenue.
§12 Anti-Patterns
- Scheduled drip ignoring user behavior — welcome email T+3 still hits a user who already activated and upgraded by T+1.
- No A/B test rhythm — emails go stale, conversion decays silently.
- Upgrade emails to users on the top plan — annoying; bad attribution.
- Reactivation that pings explicit unsubscribers — legal liability + spam.
- No
prompt_dispatcher — in-app + email double-fire — user sees the same nudge twice in 5 minutes.
- Sequences live in the email tool only — engineering can't reason about them; can't test the trigger logic.
- Cancellation reason not captured — win-back sequence can't personalise.
§13 Read Next
saas-transactional-email-infrastructure — the infra underneath.tabler-email-templates — the templates each sequence uses.product-led-growth — PQL + activation signals.saas-entitlements-and-plan-gating — gate.denied event source.saas-growth-metrics — churn-risk + cohort retention.subscription-billing — billing-event triggers.
