EngagementHQ allows you to control the way automatic email notifications appear when a new participant registers or makes contributions to your site.

There are two options available to help you manage these notifications;

Below we describe how each option can benefit you and your online engagement activities.

The easiest way to manage notifications from your EnagagementHQ as it instructs our system to take care of it for you. 

We highly recommend this option for most users as this is the fastest and most reliable way to send email notifications.

Our auto-managed email notifications have also been designed and tested to help drive engagement with your projects by including relevant upcoming and related projects.

Using a combination of project tags, upcoming key dates, participant followed projects, and last updated projects our system will automatically recommend your participants the most suitable projects.

Letting EnagagementHQ handle all of your email notifications includes;

Below is an example of a notification email received to a participant as a record of their contribution on a forum.

To enable this option, follow the instructions below. 

With this option selected you can also customize a few lines of welcome text within the emails to help you personalize the auto-generated email sent during the registration process. To do this;

Another option available for managing auto email notifications is to utilize custom HTML emails.

Having the ability to customize your email notifications means you can include your own design and style elements as well as your own custom text.

This option is only recommended for advanced users as it requires knowledge of HTML and CSS in order to style the emails effectively.

An example of a custom email notification for completing registration can be seen below.

If you choose this option, it is essential you include the EnagagementHQ variables in your text if you want participant and site information to be shown on the emails.

Important: If you are editing the complete registration email, do not delete the {{confirmation_link}} variable and {{otp}} as this will prevent your newly registered participants from completing their registration. This variable {{confirmation_link}} provides a unique URL and {{otp}} provides a verification code as part of authenticating your new participant's account.

When custom EnagagementHQ notifications have been selected, all contribution-specific notification emails are required to be set up when activating an instance of our engagement tools.

ie. If you turn on a new Places activity on a new project, then you will also need to set up your email notification text and template during that process.

In order to activate custom email notifications from your EnagagementHQ site, follow the steps below.

When you choose this option you are then able to edit the following email notifications:

To edit these emails, simply click on the edit pencil icon you wish to edit. 

If you need to use HTML code, directly add the HTML code within the code view <> of the description. You can also use the variables underneath the editor to auto-populate participant information into your emails. 

Below is an example of a plain text email and EnagagementHQ attributes being used to customize email text.

When using custom email notifications you have access to a range of different variables to automatically generate site and participant information into your email notifications.

Below is a list of variables that can be used;

Activation Email: 

{{confirmation_link}}, {{username}}, {{otp}}

Do not delete the {{confirmation_link}} variable and {{otp}} variable otherwise you participants will not be able to complete their registration.

Complete registration instructions / Imported users registration instructions: 

{{confirmation_link}}, {{username}}

This email notification get sent to participants if they are imported into your database or are resent their complete registration information. 

Changed screen name email: (changes not recommended)

{{name}}, {{site_name}}, {{client_name}}, {{link}}, {{site_url}}, {{old_username}}, {{new_username}}

This email notification is sent to a user when our moderators change the screen name submitted by a user because it breached moderation rules.

Removed by moderator email: (changes not recommended)

{{name}}, {{site_name}}, {{page_name}}, {{topic_name}}, {{comment}}, {{client_name}}, {{link}}, {{site_url}}

This email notification is sent to a user when their contribution is rejected by our moderators.

Topic moderation email: (changes not recommended)

{{name}}, {{site_name}}, {{client_name}}, {{link}}, {{site_url}}, {{topic_name}}

This email notification gets sent to a user when a new forum topic is rejected by our moderators.

On reply:

[RECIPIENT], [USER], [SITE_NAME], [LINK_TO_COMMENT], [SITE_NAME]

This email notification gets sent to users when another participant replies to one of their comments.

Don't forget to configure where your notification emails come from by setting up your default site emails.

If you need to change your custom emails back to EnagagementHQ default use our default text recommendations.

Contact our support team if you need any further assistance via chat or email support@engagementhq.com