System email notifications

You can receive system emails from your platform, including individual instant emails triggered by various events and actions on the platform, as well as a summary email with relevant information sent at defined intervals.

To enable email notifications, go to your notification settings in the user drop-down menu > Notifications. Please note that you can only activate system emails if your admins have activated the Email notification channel for your platform.

Basics of system emails

System emails have predefined settings, design, and text. 

Sender

The sender name of your emails is always your platform's network name.

System emails are sent from either noreply@mail.coyocloud.com or noreply@haiilo.app. We recommend you add these email addresses to your organization's allowlist to ensure your users receive Haiilo's emails. You can define a custom sender email with the Custom Domain add-on.

Design

The default theme in your platform is used for the email design. You can edit the default theme to change the email design. The following colors are used:

  • Navigation active → Background of the email header
  • Navigation bottom border → Color of a divider under the header section
  • Main background → Background of the email
  • Main button background → Buttons in the email
  • Link color → Links in the email's text
  • Text color → Text in the email

Email clients display emails differently; some, like Microsoft Outlook, may not show the design correctly. Haiilo cannot, unfortunately, influence this.

Text

You can customize the text in system emails by editing the interface translations. Just search for language keys containing the word EMAIL or NOTIFICATION.INSTANT.

Your platform's network name is automatically displayed at the top of the email and in the footer after "Sent via." These cannot be changed.

Email type: Instant emails

You can enable individual instant email notifications for these triggers:

Type Options and what they mean
Interactions & Conversations
Apps & Collaboration
  • Forum updates: A new reply on a forum thread you are subscribed to
  • Task updates: You are assigned or unassigned a task
Communities
  • Community invite: You are invited to a community
  • Community invite reminders: You are reminded about a community invite you have pending
  • Community approvals: You are approved to join a protected community that you've requested access to
  • Community requests: Another user requests to join a protected community you are an admin of
  • Community milestones: A community you are in reaches a member milestone
  • Community request declines: You have been declined from joining a community you've requested access to
  • Community removals: You are removed from a community
Events
  • Event updates: The date or time of an event you are attending is updated
  • Event invites: You are invited to an event
  • Event cancelled: An event you are invited to or attending is cancelled
  • Event fully booked: An event you are invited to reaches its attendee limit
  • Event update: attending: Another user marks themselves as "Accept" on an event you are hosting
  • Event update: maybe attending: Another user marks themselves as "Maybe" on an event you are hosting
  • Event update: not attending: Another user marks themselves as "Decline" on an event you are hosting
Other
  • Follower milestones: You reach a follower milestone
  • New files: A new file is uploaded to a location you are subscribed to
invite to community email instant.png
Example instant email notification

Email type: Summary of relevant updates

You can get a summary of new updates and content. The summary's content depends on what has happened in the platform since the last summary email was sent. This ensures you stay up to date on your platform's content.

You can access the platform directly from the summary email by selecting a link, allowing you to quickly view recent updates.

Schedule

Summary emails can be sent at designated times according to your time zone:

  • Every day: Every day at 10:00 am.
  • Every week: Every Monday at 10:00 am.
  • Every 2 weeks: 1st and 15th day at 10:00 am.
  • Every month: 1st day at 10:00 am.

Content

The content in the summary relies on the time the last summary email was sent, but the system filters items differently to prevent clutter:

  1. New Content (Based on Time): These items appear if they were published/happened since your last summary email, regardless of whether you have read them:
    • Company News: Up to 25 latest blog articles from auto-subscribed pages.
    • Articles: Up to 25 latest blog articles from pages you subscribe to.
    • New Followers: People who have started following you.
  2. Activity & Interactions (Based on Time and Unread Status): These items only appear if they happened since your last summary email and you have not yet viewed or clicked them on the platform yet:
    • New mentions of you on timeline posts.
    • New comments on posts you are subscribed to.
    • New invitations to communities and events.
    • New unread chat messages.
example summary email.png
Click to view a bigger image

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