Automated emails or email notifications are emails sent out automatically from the platform to registered users or to a group of registered users. They are triggered by their own actions, actions by others or events happening on your platform. As an admin, you can define which notifications people should or should not receive and each user can also individually decide which notifications to receive. Any user can also customize their own notifications preferences.
What automated emails are sent out and when?
Automated emails on your platform are used for 2 objectives:
Informing your users about what's happening on the platform when they're not there.
Making sure they find their way back to the platform at the right time.
Here’s a (partial) overview of all automated emails. You can also consult an example of every email (English only) over here:
Emails sent to users
Email title | Who receives it? | When is it received? |
Survey not submitted | User who has started but not submitted their survey | 1 day after user last saved the survey in draft |
After registration | User who registers | User registers for the first time |
Weekly overview | All users | Weekly |
Invitation reminder | User who was invited | 7 days after invite is sent |
Event registration confirmation | Newly registered user | Registration to an event |
Status change of an input that you follow | Users who follow the input | Input status changes |
Update on an input that you follow | Users who follow the input | Input receives official feedback |
Publication of my input | User who published the input | Input is published |
A comment on an input that you follow | Users who follow the input | User comments |
Mention in an update | User who is mentioned | User is mentioned |
A reply on my comment | User who commented | User replies to comment |
Deletion of my comment | User who commented | Comment is deleted |
Last chance to vote | Users who engaged with the project but have not voted | 2 days before voting phase closes |
Confirmation of voting | User who voted | Votes are submitted |
Votes not submitted | User who has not submitted their votes | 1 day after user last voted |
Voting results | Users who engaged with the project | Voting phase ended |
Weekly overview of your proposals | All users who uploaded proposals | Weekly |
Status change of a proposal that you follow | Users who follow the proposal | Proposal status changes |
Update on a proposal that you follow | Users who follow the proposal | Proposal receives official feedback |
Invitation to co-sponsor a proposal | User who is invited to co-sponsor a proposal | User is invited to co-sponsor a proposal |
Publication of my proposal | User who published the proposal | Proposal is published |
A user accepts my invitation to co-sponsor my proposal | User who published the proposal | User accepts invitation to co-sponsor a proposal |
A comment on a proposal that you follow | Users who follow the proposal | User comments on proposal |
New project phase with voting | Users who engaged with the project | Project phase changes |
Project published | Users who follow the project | Project published |
New project phase | Users who follow the project | Project phase changes |
Emails sent to admins & project managers
Email title | Who receives it? | When is it received? |
Weekly overview for project managers | Managers | Weekly, on Mondays at 10 AM |
Weekly overview for admins | Admins | Weekly, on Mondays at 10 AM |
Mention in an internal comment | User who is mentioned | User is mentioned in internal comment |
Internal comment on my internal comment | Admins & managers | User replies to internal comment |
Internal comment on input I commented internally on | Admins & managers managing the project | Internal comment is posted on input user commented internally on |
Internal comment on input assigned to me | Admins & managers | Internal comment is posted on input assigned to user |
Project moderation rights received | User who is receiving project moderator rights | User is given project moderator rights |
Folder manager rights received | User who is receiving folder moderator rights | User is given folder moderator rights |
Admin rights received | User who is receiving admin rights | User is given admin rights |
Assignment of an input to me | Admins & managers assigned to the input | Input is assigned |
New input in a project I moderate | Admins & managers | New input is published |
Input spam report | Admins & managers | Input is flagged as spam |
Weekly overview of assigned inputs | Admins & managers assigned to the input | Weekly, on Tuesdays at 8 AM |
New comment in a project I moderate | Admins & managers | User comments |
Comment spam report | Admins & managers | Comment is flagged as spam |
Proposals reached the voting threshold | Admins | Proposal is upvoted above threshold |
New proposal | Admins | New proposal is posted |
Proposal resubmitted for review | Admin assigned to a proposal | Proposal resubmitted for review |
Proposal spam report | Admins | Proposal gets reported as spam |
Assignment of a proposal to me | Admin assigned to a proposal | Proposal is assigned to admin |
Upcoming new project phase | Admins & managers managing the project | 7 days before the project changes phase |
Inappropriate content flagged | Admins & managers | Content gets flagged as inappropriate |
Internal comment on unassigned input in unmanaged project | Admins | Internal comment is posted on unassigned input in unmanaged project |
Internal comment on unassigned proposal | Admins | Internal comment is posted on unassigned proposal |
Internal comment on proposal I commented internally on | Admins & managers | Internal comment is posted on proposal user commented internally on |
Internal comment on proposal assigned to me | Admins & managers | Internal comment is posted on proposal assigned to user |
Define what email notifications to (de)activate on your platform
To manage your platform's notifications, go to the 'Automated emails' tab in the ‘Messaging’ section of your platform. There, you'll find a full overview of each type of notification that the platform is sending out. The title indicates both when it is sent out and who will receive it.
By switching the toggle off or on, you can disable or enable a specific notification. Disabling it will make sure no-one will receive this email notification anymore from now. Enabling means they will receive it, unless they individually indicated they don't want to receive it.
Some toggles can't be switched off. These notifications are the ones that are critical for the proper functioning of the platform, for example official updates on inputs:
Emails can be previewed clicking on the "View" button. Because these previews are generated from real emails sent within your platform, the emails need to be sent at least once before you can see a preview (this is the reason why the preview button isn't always active):
Each user can also individually choose which emails to receive and which ones not. This can be done in 2 ways:
Unsubscribing directly from within each email
Deactivating each notification on their user profile page on the platform:
Changing the ‘reply to’-email address of the email notifications
Automated emails always include a link to the platform, specifically to the content that is relevant for that email.
E.g. When a user gets a notification because someone commented on an input he voted on, the email contains a link to that input or comment.
Users are not supposed to reply to those automated emails. However, it is impossible to prevent someone replying to such an automated email. Go Vocal doesn’t usually process those reply emails. If you want to be the recipient of those unexpected replies, please send us your general reply-email address (info@..., hello@...., communication@... ) via the support chat bubble. We will add it for you in our back-end.
Changing the content of the automated emails
Unfortunately at this moment, its not possible to personalise the content of automated emails. We keep the content as neutral as possible so the content fits for all Go Vocal platforms.
We continuously monitor our existing automated emails. ‘Are the emails engaging enough?’ ‘Do people unsubscribe?’ Based on that information, we take action:
we change the email content,
we merge similar emails,
we tweak the conditions for an email to be sent out
If you’d find glitches or typo’s in one of the emails or you want to suggest an improvement, don’t hesitate to reach out to our support team with your suggestions by using the chat bubble in your admin panel.
Need more help or support? Contact our Support Team via the chat bubble.