Admin Managers' Guide: Customising Your System Emails

The System Email library is your hub for all automated notifications sent from the platform. These templates handle the heavy lifting for you - from learner notifications to manager alerts.

While the default templates work perfectly well, you have the flexibility to customise them and add a bit of your company’s personality. A local touch or familiar tone can go a long way in boosting engagement!

Quick Overview

Go to Settings in the left-hand sidebar, then select the System Emails tab. You’ll see four main areas:

• Templates: Customise the actual emails here. They’re grouped into Learner, Manager, and Partner categories.
• Recipients: A simple checklist where you decide which managers receive specific system notifications.
• Preferences: Set your "Company Contact"- the person whose details appear in the signature of every email.
• History: A log of system emails sent from the platform.

Templates

How to Edit Your Templates

1. Log in to your Admin dashboard and go to Settings > System Emails.
2. In the Templates tab, select a category: Learner, Manager, or Partner Emails.
3. Find the specific email you want to edit and click the Pencil Icon to open the Email Editor.

Updating Email Subject

The subject line is the first thing your learners see. To change it:

• In the editor, click the Actions button (top right).
• Select Email Subject, enter your new text, and click Save.

Using the Email Editor

Editing Text and Layouts

• Editing Text: Click any text box to customise the message. Use the right-hand panel to change the alignment, padding, or font.
• Hyperlinks: Highlight the text you want to use, then click the Link icon > select the System URL from the drop-down menu you want the learner to be redirected to.
• Buttons: Click on a button to customise it. In the right-hand panel, you can update the alignment, background colour, padding, and font. Click Values to edit the text or change the System URL to link the user to a specific platform page.
• Moving Sections: Click and hold the Move Icon (the four-way arrow) to drag and drop sections or content blocks to rearrange the layout of your template.
• Deleting: To remove a block or column, select the section and click the Bin Icon.

• Section Styling: Click the column section areas to adjust the Body and Column settings. Here you can fine-tune padding, width, alignment, and more to get the look just right.

Adding Content

To add new elements, simply drag and drop a Section block (1, 2, or 3 columns) into the template. Then, drag your Content blocks into those sections:

• Text (Aa): To add text into the template
• Buttons: To create a clear "Call to Action" linking to a system URL.
• Images: To add a helpful visual. Click Select Image to upload your own.

Saving and Publishing

Keep an eye on the status labels in your template list:

• Modified (Yellow): You’ve made changes, but they aren't live yet. Click the Square/Check Icon to Publish the template.
• Published (Green): This version is live and currently being sent to learners.
• Reset: If you've over-edited and want to go back to the original version, just click the Circular Arrow Icon.

Managing Recipients

You can control exactly which Admin Manager gets notified about things like licence expiry or campaign results:

1. Go to Settings > System Emails > Recipients.
2. You’ll see a list of managers (e.g., Anne Smit, Jody Scott).
3. Tick the boxes next to select which system emails each Admin Manager should receive.

Setting Your Preferences

Who should your learners reach out to if they’re stuck? Whether it's your IT lead or HR team, set them here:

1. Navigate to the Preferences tab.
2. Company Contact: Enter the name and email of your primary support person.
3. System Emails Signature: Type out the sign-off you want to appear at the bottom of all automated emails.
4. Click Save in the top right corner.

Your {{signature}} and contact details will now automatically update across all the templates your team receives!

History

Within the History tab, you’ll find a log of every system email sent from the platform. This is also where you can resend welcome and training emails in bulk to all learners - perfect for getting everyone up to speed at once.

Need help? Just pop us a message via the chatbot or email support.