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System Emails

Updated

A System Email is sent automatically by Administrate as the result of a user action or system process. For example, creating or updating records can send notifications to internal users or other configured recipients.

Open a system email to review and configure how the message behaves.

Table of contents

What you can configure

  • Descriptive Title for internal reference
  • Recipient email including optional CC and BCC recipients
  • Sender Name
  • Sender Email Address
  • Email Subject
  • Email Content (Plain Text)
  • Email Content (HTML)

System Emails can include replacement variables so message content can pull in dynamic information from the related record or workflow.

For example, variables can include values such as event details, dates, or user information, allowing each message to be tailored automatically.

System Email types

Administrate provides a set of predefined System Emails triggered by common actions and workflows.

  • (API) CC Payment Notification – Sent when a customer pays by credit card on your website.
  • Delegate Certificate – Sent to delegates when certificates are issued.
  • Instructor Certificate – Sent to instructors when certificates are issued.
  • Event Change Notification – Sent when event details are updated.
  • Event Threshold Alert – Sent when bookings reach a defined capacity threshold.
  • Forum Subscription – Sent when a subscribed forum receives a new post.
  • Holiday Notification – Sent when a staff holiday is created.
  • Booking Owner Notification – Sent when a Booking is assigned.
  • New Task Notification – Sent when a task is assigned.
  • Booking Closing Date Notification – Sent before a Booking closing date.
  • Remittance Advice – Sent to suppliers when payments are made.
  • Sales Receipt – Sent when a customer payment is received.
  • Sales Refund – Sent when a refund is issued.
  • Task Reminder – Daily summary of tasks due.
  • (API) Invoice Paid – Sent when a website purchase is paid instantly.
  • (API) Invoice Unpaid – Sent when a website purchase is made without immediate payment.

These emails can be customized to match your organization’s tone, branding, and communication requirements.

Email delivery and sender authentication

Administrate sends email using a third-party delivery provider. If your emails do not appear to be sent from your configured sending address, or messages are being routed to junk or spam folders, you may need to configure domain authentication.

Domain authentication helps email providers trust that Administrate is allowed to send email on behalf of your domain.

Set up domain authentication

  1. Contact Administrate Support to request domain authentication.
  2. Support will provide the required CNAME records.
  3. Ask your domain or IT administrator to add those records.
  4. Notify Support once completed so validation can be confirmed.

Once validated, emails are more likely to be delivered successfully and appear as coming directly from your configured sender address.

SMTP relay

If your organization cannot use the default email delivery provider, Administrate offers an SMTP Relay option.

SMTP Relay may involve additional cost and setup requirements. Contact Administrate Support to explore this option.

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