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Changing the settings of the automated email notifications
Changing the settings of the automated email notifications

The platform can send out automated notifications. An admin and any individual user can decide which ones to activate.

Nola Moreau avatar
Written by Nola Moreau
Updated over a week ago

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:

  1. Unsubscribing directly from within each email

  2. 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.

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