Guide: Customising System Emails

The System Email library comprises notification email templates, including automated onboarding welcome messages, training notifications, phishing alerts, reminders, and just-in-time training emails. These templates cover essential communications automatically sent to your learners. Managers can customise these templates to add a local touch, inject personality, and align them with the company's unique character.

Overview:

Within the 'System Emails' section, you'll find sub-section tabs for easy navigation:

Templates: Three tabs for easy navigation:

Learner Emails: Automated communications for learners.
Manager Emails: Automated communications for managers.
Partner Emails: Automated communications for Partner Account Managers.

Recipients: List of assigned company Managers, allowing selection of specific email recipients.
Preferences: Customise company contact and system email signature with an appointed individual's contact details.

For additional information, explore our guide: Overview of System Emails

Watch our video tutorial:

Templates:

How to Edit Email Templates:

Login to your Admin dashboard.
Navigate to the 'Settings' section.
Select 'System Emails'.
Click on 'Templates'.
Choose the email template category (Learner, Manager, or Partner Email).
Navigate to the specific email template you want to edit.
Click the edit 'Pencil Icon'.

Update 'Email Template Fields':

Template Title (for the template library)
Template Description (for the template library)
Email Subject Line (as it will appear in the recipient's mailbox)

Click 'Save' to open the Email Editor.

Email Editor

The email editor tool provides the freedom to modify system notification emails. Each email template is built using:

Drag and Drop Layout 'Sections'
Drag and Drop 'Content'.

Column Sections

How to Add a Column Section to a Template:

'Drag' and 'Drop' the Section type block into the email template.
Click within the section block to access editing tools in the right-hand column.

*Click on the 'Bin' icon in the top-right corner to delete a section.

Editing Content

Content Options Include:

Text
Button
Image
Divider
Spacer

How to Add a Text Block:

'Drag' and 'Drop' a Text block into a section within the email template.
Click within the Text block to activate editing tools.

*Click on the 'Bin' icon located in the top-right corner to delete a text block.

Placeholders

By inserting placeholders, managers can customise templates for different learners or scenarios without having to manually write unique emails for each case. This saves time and effort while maintaining a personalised touch.

How to Insert a Placeholder:

Click 'Placeholders'
Use the dropdown menu to select pre-designed placeholders.

Links

Links are represented as underlined text or images, highlighted in a different color from the surrounding text to make them stand out. When users click on a link, they will be redirected to the target location associated with that link.

How to Insert a Link:

Select the text for the URL as you want it to appear in the email.
Highlight the text.
From the 'Links' dropdown menu.
Select 'Hook URL'.

Button

Buttons within notification emails serve as effective tools for guiding learner behavior, improving engagement, and reinforcing brand identity.

How to Insert a Button:

'Drag' and 'Drop' a Button block into the email template.
Click within the Button block to access editing tools.

*Click on the 'Bin' icon in the top-right corner to delete a button.

How to Add a Hook URL to a Button:

Click within the Button block to access editing tools.
Select 'Values'
Edit 'Text'
Choose 'System URL' or 'Custom URL'

*Within 'System URL', select the dropdown menu for pre-designed options. When recipients click on a button, they will be redirected to the target location associated with that button.

Image

How to Add an Image:

'Drag' and 'Drop' an Image block into a Section within the email template.
Click on the 'Select Image' to upload your image.
Click within the Image block to access editing tools.

*Click on the 'Bin' icon in the top-right corner to delete an image.

Edit Status

Customised email templates will display three different status icons.

Draft: A new email template being worked on.
Modified: An existing template that has been customised.
Published: This is a completed customised email template ready for use.

How to Publish a Template:

Click on the 'Square' icon next to publish your template.

How to Reset a Template:

Click on the 'Reset' icon to go back to the original version.

NOTE: A draft or modified template will not appear in your template library until it is 'Published'. Your changes are saved each time you click 'Save', and if you delete a modified email, it goes back to the original version. For MSP Account Managers, published templates appear in the template library of all customers.

Recipients:

Within this tab, find a list of assigned Managers – you will have the ability to choose which managers receive specific system emails.

How to Select Recipients:

Login to your Admin dashboard.
Navigate to the 'Settings' section.
Select the 'Recipients' tab.
Choose 'Manager'
Select which system emails you want the manager to receive. *You can either select them one by one or opt for all by clicking the 'Select All' checkbox.

NOTE: For MSP Account Managers: During company setup, you have the option to appoint yourself an external company manager for all your customer companies.

Preferences:

Within this tab, Managers can customise company contact details. Whether it's your organization's most trusted security IT guy, Training, or HR team, this individual's contact information will be displayed on every system email sent to learners. When someone in your organisation has a question about the training or needs to report a security-related incident, this is the hero they reach out to.

How to Edit Preferences:

Login to your Admin dashboard.
Navigate to the 'Settings' section.
Select the 'Preferences' tab.
Fill in Contact Information.
Click' Save'.