Customizing System Email Templates

Customizing system emails is an easy way to create a consistent, branded experience across your community.

Head to your dashboard and go to Settings > System Settings > System Emails Customization > Manage.
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Here you’ll see a list of available system emails for your community, including the Community Welcome Email, Club Welcome Email, and Event Registration Confirmation Email. If enabled for your community, Club Welcome Emails can also be customized at the club level. Customized Event Registration Confirmation Emails are sent in your community’s primary language only.

From this page, use the Actions dropdown on the right-hand side to edit or send a test email.

When you select Edit, the email editor will open with options at the top to edit the email subject, save changes, cancel edits, or revert the template back to default.

You can also click the back or forward arrow to undo/redo recent edits.

A Preview button in the top right corner lets you see how the email will look before sending or saving.

The drag-and-drop editor allows you to personalize each email with your own text, buttons, and layout.

In Club Welcome Emails, you can also add links to the club’s Events page and Discussions page in text and button elements. This is available in both the community default Club Welcome Email and club-specific customized versions.

Once you’ve customized your design, return to the System Emails Customization page and use the Actions menu to send a test email. This helps confirm that your layout, links, and formatting look correct.

For Club Welcome Emails, links to the club’s Events page or Discussions page will open those pages when they are enabled for that club. If either page is not enabled, the link will direct members to the club homepage instead. The same link behavior applies when previewing or sending a test email.

Community Admins can control whether individual clubs can create and use a customized Club Welcome Email.

To turn this on, go to Clubs > Club Settings and find the Club Autonomy section. Turn on Customize Club Welcome Email.

Club Admins and Community Admins can manage the Club Welcome Email from the Club Welcome Email section on the club’s Settings page.

When Allow clubs to customize Club Welcome Email is enabled, clubs can create and use their own customized version of the welcome email. If it is disabled, the Use customized welcome email option is not available, but admins can still choose to use the default email or never send a Club Welcome Email.

From the Club Welcome Email section, admins can choose how welcome emails are handled for the club:

When a customized email has been created, admins can also View or Edit it from the same section.

The Club Welcome Email setting is available for Public, Private, and Secret clubs.

For Secret clubs, Use default email is selected by default, but no Club Welcome Email is sent until an admin updates the Club Welcome Email setting.

Admins can also send a test email while editing. Test emails can only be sent to a Community member email address.

If a club switches to Use default email, future Club Welcome Emails will use the community-level Club Welcome Email.

Club Welcome Emails do not include the footer message (“You received this email because you joined…”) that appears in some other email types, because this is a transactional email.

Event emails are made up of two parts: System-generated Emails and Customized Emails. This section is focused on System-generated Emails. For more information about Customized Emails, please see Event Customized Emails.

System-generated Emails are used for standard event communications that are sent automatically as part of the event flow. These emails support key event moments and currently include the Registration confirmation email, Reminder email 1 day before the event, Reminder email 30 minutes before the event, and Post-event survey.

Unlike Customized Emails, which are used for planned event communications that your team controls, System-generated Emails are designed for core messages tied to registration, attendance, and post-event follow-up. Customized Emails are better suited for additional outreach, such as event updates, preparation details, or follow-up messages for specific groups.

Community admins can customize a default Event Registration Confirmation Email from the System Email Customization page in the dashboard. Events using the default registration confirmation email will use the current community template. Each event can also use its own customized registration confirmation email from the event’s Emails page when needed.
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You can access the Event Registration Confirmation Email and other System-generated Emails in Event Setup > Emails > System-generated Emails.

If enabled for your community, you can also customize the system-generated reminder emails from the same area, including the email sent 1 day before the event and the email sent 30 minutes before the event. The Post-event survey is also part of the event’s System-generated Emails section and follows the standard automated event email flow.

Once a custom reminder email has been created, you can choose whether to send the default email or the custom version for that reminder. Switching back to the default email will not delete your saved custom version.