Overview
Appical can automatically send emails to new hires, managers, and other users throughout the onboarding journey. These emails help users stay informed, remind them to complete important tasks, and encourage them to engage with their onboarding content.
As an Admin or Editor, you can customise certain automated emails to match your organisation's communication style.
In this article, you'll find an overview of the different automated emails available in Appical, including when they're sent, their purpose, and examples of what they look like.
📌 If you want to learn how to edit automated emails check the article: How to create customised emails.
Understanding email placeholders
Automated emails can include placeholders that are automatically replaced with the correct information when the email is sent.
Placeholder | Replaced with | Example |
*|FNAME|* | The recipient's first name | Jane |
*|COMPANY|* | Your organisation's name | Appical |
*|COURSE|* | The name of the assigned course | Welcome to the Team |
*|USERNAME|* | The name of the user who sent a chat message | John Smith |
*|MESSAGE|* | The content of the chat message | Hi Jane, welcome to the team! |
→ Invite Email
When is it sent?
When a user is added through User Management and the option to send an invitation is selected.
What is it for?
The invitation email allows new users to activate their accounts and get started with Appical.
→ Welcome Email
When is it sent?
After a user has created their password.
What is it for?
The welcome email includes a link to the AppicalNow Player, where users can start exploring their onboarding content.
→ Before Your First Day Email
When is it sent?
One day before the user's first working day, based on the First Day date in their profile.
What is it for?
The email reminds new hires about their upcoming first day and encourages them to prepare for it.
→ Inactive User Email
When is it sent?
When a user has been invited to a course but hasn't logged in yet.
The timing of this reminder can be configured in Course Options.
What is it for?
This email reminds users to log in and get started with their onboarding journey.
→ Forgot Password Email
When is it sent?
When a user selects Forgot Password on the login page and enters their email address.
What is it for?
The email allows users to reset their password and regain access to Appical.
→ Reminder: Complete course
When is it sent?
When a user falls behind in completing their onboarding course.
This reminder can be enabled or disabled through the Course Completion Reminder setting in Course Options.
What is it for?
The email encourages users to continue their onboarding and complete the remaining content.
→ New Story Available Email
When is it sent?
When a new Story becomes available in a user's assigned course.
What is it for?
The email lets users know that new onboarding content is available for them to explore.
When is it triggered?
Sent to a user when new content becomes available to them. This happens when a story or chapter unlocks at its unlock moment, or when new content is added to their course. The email is only sent when the Available Content notification is enabled.
→ New Course Available Email
When is it sent?
When a user is assigned to a new course.
What is it for?
The email notifies users that they have access to additional onboarding content.
→ Course Completed Email
When is it sent?
When a user completes their assigned course.
Course completion is based on progress, not the user's score.
What is it for?
The email confirms that the user has completed their onboarding course.
→ Progress to Followers Email
When is it sent?
Followers receive progress updates according to the selected frequency:
Daily
Weekly
Monthly
What is it for?
This email provides followers with an overview of a user's or group's progress and scores.
→ New Chat Message Email
When is it sent?
When a user receives a new chat message in Appical.
What is it for?
The email notifies the recipient about the message and includes the sender's name and message content.
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