Configure Academy's Email Templates

Use email templates to maintain consistent messaging across your programs.

Updated at July 5th, 2026

Table of Contents

Platform-Wide Emails Email Variables Program Emails

Academy’s email templates can be used across all programs or customised within individual programs to tailor communication.

 

Platform-Wide Emails 

  • Access Settings from the main navigation menu on the left-hand side of your screen.
  • Choose the Emails & Notifications section in the settings menu.
  • Begin to edit email templates as required. There are three categories:
    • Automatic Emails - System-wide emails such as password resets, registration confirmations, and points claim notifications. These templates can only be edited in the Settings tab, and edits will apply platform-wide, as these emails are not triggered by specific programs, they are triggered by Platform actions.
    • Platform Templates - Emails that are related to programs, but are triggered by actions elsewhere in the platform. Catalogue, Enquiries and Finance emails live here. These emails are the automated templates, but some can also be customised on a program-by-program basis through the Emails tab in the Program Settings.
    • Program Templates - Emails that are triggered by program actions. These include Enrolment emails, Completion emails, Assessment notifications, Social Learning and Reminders. These emails are the automated templates, but can be customised on a program-by-program basis through the Emails tab in the Program Settings.

Please note that editing any of these templates will automatically update the same emails in all programs. Only customised emails will be unaffected by changes.

Email Variables

Email variables are used to insert information that is unique to either a user or a program. For example, a learner’s name or a link to the program.

The variables available for each email can be found at the bottom of each template.

Ensure that you copy the variable exactly when inserting it into the email. It's important to include a variable relevant to the action you want a learner to complete when accessing the email, such as @registration_btn@, which will enable the Registration Button in the email below. 

 

Program Emails

If you do not wish to use the standard template for a program, you can customise all emails on a program-by-program basis:

  • Edit the program you wish to customise the emails for.
  • In Edit view, select the Emails & Notifications section in the left side menu. You will see the different email categories
  • Edit the relevant email and choose the Customised Email option.