📨Email notifications

Accessing templates

To access email templates :

• Click on Manage my Spot

• Select Email Notifications

Email notifications button

This will take you to the settings page of your Spot, where you can view and customize all the notification emails that can be sent.

Email Notifications page in your Spot settings

The different emails

On this page, you'll find the list of emails you can modify with the time they'll be sent. The emails are :

• Invitation to the Spot: this email is sent to a user when you invite them to join your Spot. Please note that this email is sent only once: if you attempt to re-invite a member, they will not receive a second email.

• Live registration: this email is sent to a member who has just registered for a live session.

• Welcome to the Spot: this email is sent to a member who has just joined your Spot.

• Invitation to a live event as a speaker: this email is sent to a member when you invite him/her to a live event as a speaker. Please note that this email is sent only once: if you attempt to re-invite this member as a speaker, they will not receive a second email.

• Invitation to a live event as a speaker (non-member): this email is sent to a non-member user when you invite them to join your Spot as a speaker. Please note that this email is sent only once: if you attempt to re-invite this user as a speaker, they will not receive a second email.

• Invitation to a live event as a participant: this email is sent to a member when you invite them to a live event as a participant. Please note that this email is sent only once: if you attempt to re-invite this member as a participant, they will not receive a second email.

• Invitation to a live event as a participant (non-member): this email is sent to a non-member user when you invite them to join your Spot. Please note that this email is only sent once. If you attempt to re-invite the member as a participant, they will not receive a second email.

• The live is about to start: this email is sent to all registered members of a live session 5 minutes before it starts. If you change the start date of the live session before this email is sent, the date and time of this email will be recalculated accordingly.

Unmodifiable e-mails

In addition to the emails listed above, there are other emails whose content you cannot modify. These emails are :

• Email digest: this email is sent to all Spot members at regular intervals. It summarizes everything that's happened recently. See here.

• Password reset: this email is sent to a member who has clicked on the Reset my password button on the profile settings page or I forgot my password in the login box.

• New direct message: this e-mail is sent to a member who has received one or more direct messages and has not read them. It is triggered up to 15 minutes after receipt of the message.

• New message in a topic: this email is sent to a member who has received one or more messages in a topic of which he or she is a member and who has not read them. This email is triggered up to 15 min after receipt of the message.

• New mention: this email is sent to a member who has received one or more mentions on the Spot and has not seen them. This email is triggered up to 15 min after receipt of the mention.

• New topic: this email is sent to admins when one or more topics have been created on the Spot and have not been seen by them. This email is triggered up to 15 min after receipt of the message.

• Members import: this email is sent to an admin after importing members to his Spot. It is triggered as soon as all emails in the file have been processed. It contains a summary of what has been done: how many emails have been processed, how many members have been added to the Spot, how many members have been attached to the group(s).

Modify templates

From the window showing the selected email template, you can preview the email your guests will receive. To modify it, click on the Modify button in the bottom right-hand corner.

To modify the sender's name, the subject and the mail header, be careful to respect the character limit imposed by the editor. You can include emojis and variables relating to the recipient and live. 😎

Liste of variables

Variable name	Correspondence
{{{spotName}}}	The name of your Spot.
{{{firstName}}}	The first name of the member who will receive the email.
{{{email}}}	Email adresse of the membre who will receive the email.
{{{liveName}}}	Live title.
{{{liveStartDate}}}	Live date.
{{{liveStartTime}}}	Time of Live.
{{{invitedByFullName}}}	The name of the member who created the Live.
{{{spotOwnerFirstName}}}	First name of the person who created the Spot.

The content of the e-mail is divided into 4 parts:

• The message before the registration button. This is limited to 2000 characters. You can insert variables related to the recipient and the live event.

• The button for accessing and registering for the live event. This is not mandatory and can be deactivated if the live guests are already Spot members that can easily find your live in the dedicated section. However, we strongly recommend keeping it enabled as it can significantly increase participation.

• The message after the registration button. This is limited to 2000 characters. You can once again insert variables related to the recipient and the live.

• The e-mail banner. This is optional and will appear at the top of the e-mail if you include one. The imported image must be less than 5 MB in size and PNG, JPG, or GIF format. We advise you to import rectangular banners.

Once you've modified the template information, you can click on Save in the bottom right-hand corner to save your changes.

When you modify a "Live" template in the Spot settings, these modifications impact:

• future lives you create,

• lives for which this email is still in Default mode.