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Manage Auto-email Notifications
Manage Auto-email Notifications

Configure how email notifications are sent to your participants on EnagagementHQ.

Gayathri Rajendiran avatar
Written by Gayathri Rajendiran
Updated this week

In EngagementHQ, you can control the appearance of email notifications that get sent when participants register or make contributions to your site.

You control this setting from Site Settings > Messages & Notifications, and can either:

  • Enable EngagementHQ to send beautiful HTML emails (recommended)

  • Disable to send custom emails in plain text

These emails differ from newsletters, which admins create and send, in that they are automatically sent when triggered by an action on your site, such as:

  • Registration

  • Account Activation

  • Moderation

  • Acknowledgments for participant contributions (comments, pins, new ideas, etc.)

  • Notifications for admins

EngagementHQ Manages Notifications

For this option the Enable EngagementHQ to send beautiful HTML emails (recommended). Disable to send custom emails in plain text setting must be on.

Please note that with this setting enabled, the acknowledgments sent to participants for individual tools are set, and edits will not apply. You can edit the content for admin notifications.

This is our recommended option as it enables reliable emails that include links to your site and placeholders that auto-fill information. They will also use a combination of project tags, upcoming key dates, followed projects, and updated projects to display a range of related projects to the participant.

custom email setting in site settings

With this option enabled in Site Settings > Messages & Notifications, the templates, content, and placeholders are automatically created and sent by EngagementHQ. You cannot modify them.

tool notification example

Create Custom Plain Text Notifications

For this option, the Enable EngagementHQ to send beautiful HTML emails (recommended). Disable to send custom emails in plain text setting must be off.

This option allows you to customize the text of your emails and add HTML or CSS styling; we recommend having knowledge of how to add HTML and CSS before attempting to style to your emails. We also recommend testing your emails to ensure they are displaying correctly.

Additionally, when editing, it’s easiest if you do not delete the EngagementHQ placeholders. Of particular importance are the {{confirmation_link}} and {{otp}} placeholders in the Activation Email and Complete registration email; these placeholders enable your participants to complete their registration.

To activate custom notifications:

  1. Go to Site Settings > Messages & Notifications and ensure the Enable EngagementHQ to send beautiful HTML emails (recommended). Disable to send custom emails in plain text setting is off.

    custom email setting in site settings

  2. Select the eye icon to Preview your Activation Email or Complete registration email.

    preview icon on emails

  3. Select the pen icon next to any email to edit them.

    edit icon for emails

  4. When editing, you can select < > to open Code View to add HTML. Select Code View again to close it.

    text editor with code view highlighted

  5. Save your email.

With this setting off, you can also edit the default tool acknowledgments for participants and admins on each tool you create.

Please note that if you enable EngagementHQ emails again, any edits you made will not be saved. Participants will instead receive the default emails.

EngagementHQ Email Placeholders

These are the emails and placeholders found in Site Settings > Messages & Notifications:

Email:

Sent when:

Placeholders:

Activation Email

Participants have registered and need to verify their email to complete registration.

  • {{username}}

  • {{site_name}}

  • {{otp}} - important, do not delete

  • {{confirmation_link}} - important, do not delete

  • {{contact_email}}

Complete registration

Admins have imported or invited a participant, or when they must resend the activation email for a pending participant.

  • {{username}}

  • {{confirmation_link}} - important, do not delete

Changed screen name email

A user registered with a screen name that breaches moderation rules, so the moderators changed their screen name.

  • {{old_username}}

  • {{new_username}}

  • {{link}}

Removed by moderator email

Moderators have rejected a participant’s comment, due to breach of moderation rules.

  • {{name}}

  • {{page_name}}

  • {{rejected_reason}}

  • {{topic_name}}

  • {{comment}}

  • {{moderators_comments}}

  • {{mod_policy_link}}

Topic moderation email

Moderators have rejected a participant’s forum topic, due to breach of moderation rules.

  • {{name}}

  • {{site_name}}

  • {{page_name}}

  • {{link}}

  • {{client_name}}

  • {{topic_name}}

  • {{topic_description}}

Participant reply edit

Another participant has edited their reply to a participant’s comment.

  • [RECIPIENT]

  • [USER]

  • [SITE_NAME]

  • [LINK_TO_COMMENT]

Participant reply

Another participant has replied to a participant’s comment.

  • [RECIPIENT]

  • [USER]

  • [SITE_NAME]

  • [LINK_TO_COMMENT]

If you need to restore the default template for an email, please copy them from this article.

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