Automatic emails keep your participants and evaluators informed at every step, without you sending each one by hand. Here's how to set up and edit them.
I. Open the Messages tab
Automatic emails are set up per round.
Go to Programs, find your program and click Manage.
Click the round's tab (for example 1 First Round).
Click the Messages tab.
II. Automatic message templates
The Messages tab lists every template. The icon next to each one shows whether Auto Send is on.
Participant Invitation | Sent when you invite a participant to apply. |
Program Participation | Sent when a participant clicks Apply Now and starts a submission. |
Participant Submission | Confirms that a participant has submitted. |
Evaluator Invitation | Sent when you add an evaluator. |
Evaluators Assignment | Sent when submissions are assigned to an evaluator. |
Re-evaluation | Sent when an evaluator is asked to re-evaluate a submission. |
Submission Deadline Reminder | Reminds participants before the submission deadline. |
Evaluation Deadline Reminder | Reminds evaluators before the evaluation deadline. |
Qualified Notice | Sent when a submission is qualified. |
Disqualified Notice | Sent when a submission is disqualified. |
Edit a template
Click a template to open it.
Edit the Message Subject and text. You can write English and Arabic versions in the same message.
Add Short Codes (for example
['user-name'],['program-title'],['set-password-url'],['login-url']) to insert personal details automatically.Click Preview to check it.
Click Save Settings.
III. Manage delivery
Auto Send: tick it for each template you want sent automatically when the event happens. Untick it to send that email yourself instead.
Resend: send the message again.
Check what was sent: go to Gear icon → Email History to see every email sent and its status.
One-off messages: see Sending Bulk Emails.