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Setting Up Automated Communication and Email Templates

Learn how to configure automated emails and notifications to keep participants and judges informed

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.

  1. Go to Programs, find your program and click Manage.

  2. Click the round's tab (for example 1 First Round).

  3. 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

  1. Click a template to open it.

  2. Edit the Message Subject and text. You can write English and Arabic versions in the same message.

  3. Add Short Codes (for example ['user-name'], ['program-title'], ['set-password-url'], ['login-url']) to insert personal details automatically.

  4. To copy other people on the email, click + CC or + BCC and add their email addresses. Every template has these fields.

  5. Click Preview to check it.

  6. Click Save Settings.

Participant Submission template: tick Attach a copy of the submission to send participants a copy of what they submitted.

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.

  • Pending emails (Qualified Notice): if Auto Send is off, qualification emails wait in a queue. The template shows n pending emails. Click Send Pending to send them, or Clear List to drop them.

  • Check what was sent: go to Gear icon → Email History to see every email sent and its status. CC recipients are not shown in Email History.

  • One-off messages: see Sending Bulk Emails.

What's next?

Now you can organize your program into tracks for targeted submissions.

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