Email templates

The following emails are sent automatically when a certain event occurs in the system, such as a user resetting their password. They can also be triggered by a Site User, for instance, notifying followers of a project update.

The content of an email notification or campaign is based on a pre-determined template. The content of these templates is generally static but may contain dynamic variables such as the project name, date, username, etc. Dynamic variables are indicated with square brackets, such as [message].

You can read the default content of each of The SPP notifications and auto-campaigns below. Emails typically fall within the following categories:

Base Templates
Sitewide
Workflows
Projects
Feedback
Moderation
Other

⭐ Premium subscribers can request the wording of their email templates be changed via the support channel. Upgrade your plan today!

Base Templates

This content will appear in all email notifications sent by the system.

General

This content is inserted into the footer area of all email templates:

This is not SPAM. You are receiving this message because you have submitted feedback or signed up to [SITE_NAME].

Unsubscribe

This content is inserted into the footer area of all email templates that allow the user to opt-out of receiving them:

This is not SPAM. You are receiving this message because you have submitted feedback or signed up to [SITE_NAME]. If you think you have been sent this by mistake please contact us at. If you don't want to receive these emails from [SITE_NAME] in the future, please Unsubscribe.

Sitewide

These email notifications are sent when activity occurs at the sitewide level.

Email Type	Email Subject	Email Body
Registration	Your registration on [SITE_NAME] was successful!	Dear [USER_NAME], Thank you for signing up to [SITE_NAME]. We want to connect you with projects that matter to you. View our website at [SITE_URL] Regards The [SITE_NAME] Team.
Forgot password	Reset your password	Hi [uName], You recently requested to reset your password on your [SITE_NAME] account Click the Link below to change it: Reset Password
Password changed	Your password for [SITE_NAME] has changed	Hi [username], Your password for [SITE_NAME] has changed. If you did not perform this action, you can recover access by entering your email address into the form at [SITE_URL]/login/forgot_password
User registration	[SITE_NAME] - Registration - A New User Has Registered	A new user has registered on your website - [SITE_NAME] User Name: [uName] Email Address: [uEmail] You can view this user account here: [SITE_URL]/index.php/dashboard/users/community/view/
New site user	You've been added as a user	You've been added as a user A site administrator has added you as a site user on [SITE_NAME]. You can log in using your email address and should reset your password for security purposes.
Email verification	Verify your email address for [SITE_NAME]	Dear [uName], Thank you for joining [SITE_NAME]! We just need to confirm your email address in order to complete your registration. Click the link below to verify your email address: Verify Email If you’re having problems, you can also paste the following URL into your browser: [SITE_URL]/login/v/[uHash]
Manual user approval required	[SITE_NAME] - Registration - Approval Required	A new user has registered on your website - [SITE_NAME]. This account must be approved to become active and allow the user to log in. User Name: [uName] Email Address: [uEmail] You can approve or remove this user account here: [SITE_URL]/index.php/dashboard/users/community/view/[uID]
Pending user account activation	Your registration on [SITE_NAME] is pending approval	Dear [uName], You have registered on [SITE_NAME]. Your account needs to be approved by the administrator before you can log in. User Name: [uName] Email Address: [uEmail] You will receive an email once your account is approved.
User account activated	Your registration on [SITE_NAME] has been approved!	Dear [uName], Welcome to [SITE_NAME]. Your registration has been approved. You can log into your new account here: [SITE_URL]/login

Workflows

These notifications are sent when your Site Users are involved in the content approval process.

Email Type	Email Subject	Email Body
Basic workflow notification	[SITE_NAME] - [pageName]	Dear [uName], [message]] You can review, approve or deny all pending actions from here: [SITE_URL]/index.php/dashboard/workflow/me
Basic workflow notification entry	Changes are awaiting your review	Hi [uName], Updates to a page have been submitted to you for review: Submitter: [initiator] Page name: [pageName] Comments: [comments] These changes require your approval before they go live. You can review, approve or reject all pending actions in the workflow area of the Dashboard.
Basic workflow notification approve	Your changes have been approved	Hi [uName], Good news! Your changes to the [pageName] page have been approved by [initiator] and the new version is now live. See the live version [pageName].
Basic workflow notification rejected	Your changes have been rejected	Hi [uName], Your proposed changes to the [pageName] page have been rejected by [initiator]. The reason provided was: [comments] You can visit the page to make further changes.
Page scheduled for publishing	[SITE_NAME] - [pageName] - Scheduled Version Published	Hi [uName], Version [pageVersion] of [pageName] has been successfully published as scheduled. You can view the page here: [SITE_URL][pagePath]

Projects

These notifications are sent when activity occurs at the project level.

Email Type	Email Subject	Email Body
Site User added to project (Project Launch)	You've been added to a project	You've been added to a project [author_name] has added you to a new project on . You can now access the View [project_name] project.
Project launched with matching user interests (Category Update)	New project launched on [SITE_NAME]	Hi [username], A new project has launched on [SITE_NAME] that matches your interests: This consultation relates to [catName]. [cvName] [cvDescription] Learn more about the project [SITE_URL_TEXT][cPath] You have received this notification because you have opted to receive notifications when new projects are published that match your interests. Manage your interests and notification preferences in your user profile user profile.
Subscribe project	Congrats! You are now following a new project	Hi [uName], You are now following the [PROJECT_NAME] project on [SITE_NAME]. You will now receive notifications via email when new updates or events are added to the project. To un-follow the project, click the ‘un-follow’ button on the project page or adjust your preferences in your user profile.
Unsubscribe project	You have un-followed a project	Hi [uName], You are no longer following the [PROJECT_NAME] project on [SITE_NAME]. You will not receive any further updates on this project. If you change your mind, you can re-follow by clicking the ‘follow’ button again on the project page.
Project news update	New update on the [projectName] project	Hi [username], There is a new update on the [projectName] project on [SITE_NAME]. [body_message] Read the full update [SITE_URL_TEXT][cPath] You have received this notification because you currently 'follow' this project. Manage your interests and notification preferences in your user profile
Project event update	New update on the [projectName] project	Hi [username], A new event has been announced for the [project_name] project that you're following: Event title: [event_title] Event description: [event_description] Event date: [event_date] Event address: [event_address] To learn more about this event please visit the Event Page You have received this notification because you currently 'follow' this project. Manage your interests and notification preferences in your user profile

Feedback

These notifications are sent when a participant leaves feedback via an engagement activity.

Email Type	Email Subject	Email Body
Form submission	[formName] Form Submission	There has been a submission of the form [formName] through your [SITE_NAME] website. [content] To view all of this form's submissions, visit [SITE_URL]/index.php/dashboard/reports/forms_new/data/[toolId]
Form confirmation	[SITE_NAME] - [formName]	Thank you for your submission of the form [formName] through [SITE_NAME] [content]
Conversation message	New contribution received	[poster] has posted a new message to the conversation [title] through [SITE_NAME] [body] To moderate this submission, click here
Gather submission confirmation	Thanks for your contribution	Thanks for participating on [SITE_NAME]. [content] Here's a summary of your submission to the Gather activity. [title] [description]
Gather submission video	Video review required	Someone has posted a video in the [activityTitle] activity. Our moderators do not review video content, so you'll need to determine whether the video is appropriate for your site. See all the results for this activity in the Dashboard.
Gather comments submission user	[SITE_NAME] - New Comment	Hi [uName], A new comment has been posted on [pageName]: [username] posted: [comment] [submissionApproval]
Fund It notification	New contribution received	A new contribution has been made via the [activityTitle] Fund It activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: The following projects were funded: [projects] See all the results for this activity in the Dashboard
Fund It confirmation	Thanks for your contribution	Thanks for participating on [SITE_NAME]. [content] Here's a summary of the projects you voted for: [projects] From a total budget limit of [budgetLimit], you funded projects worth [budgetSpent].
Visioner submission user	New contribution received	A new contribution has been made via the Visioner activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [submission] See all the results for this activity in the Dashboard.
Social Map submission user	New contribution received	A new contribution has been made via the [mapTitle] activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [submission] See all the results for this activity in the Dashboard.
Q&A submission user	New contribution received	A new contribution has been made via the Q&A activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [title] See all the results for this activity in the Dashboard
Q&A answer	[SITE_NAME] - Response received	Hi [uName], [respondent] has posted an answer to a question you asked on [pageName]. You can view the answer by clicking here
Referred submission	A contribution has been referred to you	Hi [uName], A contribution on [SITE_NAME] has been referred to you by our moderators and requires further action. The details of the contribution are: Username: [username] Project Name: [project] Contribution: [submission] To see more details and approve or reject this contribution, visit the moderation area of the dashboard. While this contribution awaits further action, it has been unpublished from the site (if activity is post-moderated).
Rejected submission	Your contribution has been removed or rejected	Hi [username], A public contribution you made on [SITE_NAME] on the [project] project has been removed or rejected by our moderators. This may be because the contribution has violated our Moderation Policy or other terms of use. The reason provided was: [reason] The site is screened by our moderators to ensure a safe, focused and respectful environment for all users. If you want to better understand this decision, or believe there may have been a mistake, please contact us at [SITE_EMAIL].

Moderation

These notifications are sent when various actions occur within the moderation process.

Email Type	Email Subject	Email Body
Conversation message for moderation	New contribution awaiting moderation	[poster] has posted a new message to a conversation through [SITE_NAME] Page Name: [title] [body] To moderate this submission, click here
Visioner submission for moderation	New contribution awaiting moderation	A new contribution has been made via the Visioner activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [submission] [submissionApproval]
Social map submission for moderation	New contribution awaiting moderation	A new contribution has been made via the [mapTitle] activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [submission] [submissionApproval]
Q&A submission for moderation	New contribution awaiting moderation	A new contribution has been made via the Q&A activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [title], [description] [submissionApproval]
Gather submission for moderation	New contribution awaiting moderation	A new contribution has been made via the [ActivityTitle] activity on [SITE_NAME]: Page Name: [pageName] Username: [username] Details: [title], [description] [attachment] [submissionApproval]
Gather comment submission for moderation	New contribution awaiting moderation	A new comment has been posted on [pageName]: [username] posted: [comment] [submissionApproval]

Other

Subject: Subscription Notification

Body:

Hi [uName],

[message]

Notification variables

[submissionApproval]

To publish this submission to the website, login via the dashboard here:

The submission has been approved automatically. To moderate this submission, login via the dashboard here: