TABLE OF CONTENTS

• Dynamic elements
• Create a new template
• Saving Email Templates with Multiple Translations
  • Example
  • Tip
• Link expiration
  • Configure link expiration
    • Use the default expiration period
  • Important notes

You'll find email settings by clicking your initals in the upper right corner, select Settings, then selecting Email templates in the menu.

List of default email templates.

To edit a template, click on the specific template. Note that there are different language options available in the tabs across the top. Note that the email will be sent in the configured language that the receiver has chosen.

Click on a template to edit the default content.

Dynamic elements

Click "Edit" to edit the text and its format, add links, and so forth.

Click "{x}" for a list of options to personalize the email templates:

• Sender name: Full name of the sender.
  
• Sender email: Email of the sender.
  
• Recipient name: Full name of the recipient.
  
• Recipient email: Email of the recipient.
  
• Contact name: Name of the contact person for your organization.
  
• Contact email: Email of the contact person for your organization.
  
• Organization name: Name of your organization.
  
• Organization unit: the name of the organizational unit associated with the email.
  
• Custom message: Space for a custom message to be added before sending out the email to the recipient.
• Registration link: A link to the registration.
• Measure name: Name of the measure that the registration is based on.

Create a new template

Step 1 - Toggle to "Custom" and add "New template."

Step 2 - Select the template type.

Step 3 - Add a name and description. The name will be displayed when selecting which template to use. 

Step 4 - Add the content to your template. Make use of the dynamic elements to customize the content.

Step 5 - If relevant, add a translation.

Step 6 - Save.

Saving Email Templates with Multiple Translations

When creating or saving an email template, translations are handled differently depending on whether they are enabled or disabled:

• Enabled translations must contain text. If any enabled translation is left empty, you cannot save the template.
  
• Disabled translations (removed from the template) do not require any content.

Example

If you open a custom template, the English translation is enabled by default.

• If you do not want an English version, you must remove it from the translation tab.
  
• Once removed, you can save your German (or other language) template without any issues.

Tip

You can include as many languages as you like in one email. However, every enabled translation must be filled in before saving. If you don’t need a certain translation, remove it so the tab is empty (as shown in the example image).

Link expiration

Each email template has a configurable link expiration period. This determines how long links included in the email remain active after the email has been sent.

The Expires after column in the template overview shows the current expiration period for each template.

Configure link expiration

Step 1 - Open the email template you want to configure.

Step 2 - Scroll down to the Link expiration section.

Step 3 - Enter the number of days the link should remain active in the Expires after field. The expiration period can be set between 1 and 180 days.

Step 4 - Click Save.

Use the default expiration period

If you have changed the expiration period and want to revert to the standard setting, click Use default. The default expiration period will be displayed on the button.

Important notes

• Link expiration is configured separately for each email template.
• Once a link has expired, recipients will no longer be able to access it through the original email.
• Consider using a shorter expiration period for time-sensitive requests and a longer period when recipients may need additional time to respond.