Default e-mails
How the owner and the admin replace the text of the e-mails the platform sends on behalf of the community (welcome, invitations, import, access request approved, purchase confirmed and event registration), with one version per language, fixed blocks, allowed variables, links and what happens when the community's version cannot be used.
Some e-mails the platform sends by itself, on behalf of the community: the welcome to whoever signs up, the invitation, the purchase receipt. In Default e-mails, the owner and the admin replace their text with the community's own, in the same editor as the e-mail campaigns, without changing when or to whom they go out.
Where it is: Administration › Campaigns › Default e-mails. Only the owner and the admin see the tab; the moderator and finance do not.
The e-mails you can replace
There are six families, in three groups:
| Group | Who receives it | |
|---|---|---|
| Joining | Sign-up welcome | Whoever signs up to the community |
| Joining | Invitation (new account) and Invitation (existing account) | Whoever is invited |
| Joining | Import (new account) and Import (existing account) | Whoever was imported from a spreadsheet |
| Joining | Access request approved | Whoever asked to create a community and was approved |
| Purchases | Purchase confirmed | The buyer's receipt |
| Events | Event registration | The Going confirmation, with the ticket when there is check-in |
The list shows whether each one is Default or Customized and in which languages ("Customized in: …"). Purchase confirmed and Event registration carry the Always sent tag: they have no unsubscribe link and take no promotion blocks. The others respect the e-mail's category in E-mails from this community and carry the link to turn it off.
How it works
One version per language
Each default e-mail has one community version per language. Whoever reads in a language without a community version gets the platform's default e-mail in that language. Use the community's version, turned off, makes the default go out in every language, and the versions are kept.
Restore default deletes the community's version in the open language and asks for confirmation: whoever reads in that language gets the default again.
Fixed blocks
Each e-mail has fixed blocks, which the platform fills in: the set password or sign-in button, the go to the community button, where the contact came from and the "I don't want to join" link on imports, the purchase summary on the receipt, and the date, place and ticket with QR code on the event registration. In the editor they show as Fixed: you can move them around, but not remove them. A version without a fixed block is not saved.
The default e-mail takes text, button, image and the fixed blocks; the blocks with the community's content (posts, courses, events, products) do not go in.
Variables
All of them take {{nome}}, {{nome_completo}}, {{comunidade}} and {{membro_desde}}, and each has its own:
| Its own variables | |
|---|---|
| Sign-up welcome | {{link_comunidade}} |
| Invitation (new account) | {{convidado_por}}, {{validade_dias}} |
| Invitation (existing account) | {{convidado_por}}, {{link_login}} |
| Import (new account) | {{origem}}, {{validade_dias}} |
| Import (existing account) | {{origem}}, {{link_login}} |
| Purchase confirmed | {{produto}}, {{valor}}, {{metodo}}, {{link_acesso}} |
| Event registration | {{evento}}, {{data_hora}}, {{local}}, {{link_evento}} |
A variable that does not belong to the e-mail is refused on save, and a variable cannot go inside a link or an image address.
Links
Links and images only with https://. On the receipt (Purchase confirmed) and on the Event registration, links and buttons may only point to the community's own domain.
When the community's version is not used
If the community's version cannot be used at send time (for example, the library e-mail linked to it was deleted), the person gets the platform's default e-mail, and nothing fails to arrive. The owners get a notice, "the … e-mail went out as the default", with the reason, at most once a day for each e-mail.
Sending and testing
The default e-mail goes out the same way and at the same time the platform's would: it does not count toward the campaign quota. Send me a test sends the open version only to whoever is signed in.
Step by step
- Under Administration › Campaigns, open Default e-mails.
- Click the e-mail you want to replace and choose the Language.
- Write the subject and the text, with the variables from the list and the fixed blocks wherever you like.
- Save. Check it with Send me a test.
- Leave Use the community's version on.
Common errors and how to fix them
| Message | Why | What to do |
|---|---|---|
| Locked blocks missing: … They cannot leave the e-mail. | A fixed block was removed | Undo the removal or use Restore default |
| The variable … does not exist in this e-mail. | A variable from another e-mail | Use only the variables in the table |
| Links and images must use https://. | Link or image with http:// | Change it to https:// |
| In receipts and tickets, links and buttons may only point to the community's domain. | Link to another site on the receipt or the event registration | Point it to a community page |
| A default e-mail takes only text, button, image and the locked blocks. | A block with the community's content | Remove the block |
Through the assistant (MCP)
The owner and the admin read, edit, turn on, turn off, restore and test the default e-mails through the assistant; restoring asks for confirmation, and the test goes only to whoever asks. See Tools · Community.
In the API
GET /api/email-overrides lists the default e-mails; GET and PATCH /api/email-overrides/{emailKey} read and turn the community's version on or off; GET, PUT and DELETE /api/email-overrides/{emailKey}/{language} read, save and restore a version; POST …/preview and POST …/test preview and test. Owner and admin only (403 for everyone else). The fixed blocks are { "type": "systemSlot", "slot": "…" }.