Almabase sends several automated emails related to user registration and ongoing engagement. These are triggered by member actions or system events — they are not part of your email campaigns or invite workflows.
Each email can be customised under Settings → System Emails. You can edit the subject line, body text, and sender name to match your institution's voice.
Registration and Verification Emails
These three emails are triggered when someone signs up on your platform. Which email they receive depends on the outcome of the verification process.
User verified confirmation
When it's sent: After a user's sign-up is verified — either automatically (email matched an existing record) or manually (admin approved the sign-up).
What it does: Confirms the user's account is active and they can now access the platform.
💡 This is the email most users will receive. Spend time personalising the subject line and body — it's the first email from your platform after they've signed up, and it sets the tone for their experience.
User could not verify confirmation
When it's sent: When the system cannot automatically verify the sign-up — either no matching record was found, or multiple matches were found.
What it does: Tells the user their sign-up is being reviewed. They cannot access the platform until an admin approves them.
💡 The default language can feel clinical. Consider softening it to something like "We need a little more information to verify your account" so the user doesn't feel rejected.
User rejected
When it's sent: When an admin blocks a sign-up.
What it does: Informs the person their access request was not approved.
This is a low-frequency email, but review the wording to make sure it's professional and appropriate for your institution.
Engagement Emails
Celebration emails (birthday and anniversary)
When it's sent: Automatically on a user's birthday or work anniversary, if the data is available in their profile.
What it does: Sends a personalised greeting from the platform.
How to manage: Celebration emails can be turned on or off at Settings → Site Settings → Automated daily wishes. If you keep them on, customise the copy to match your institution's tone. If you'd rather not send them, turn the toggle off.
Member-Initiated Emails
Invitation to join
When it's sent: When a verified member clicks the "Invite" button on another person's profile card — from the Member Directory.
What it does: Sends an invitation email to the unregistered person, encouraging them to sign up and join the platform.
💡 This is separate from your invite workflow. Invite workflow emails are sent by admins to a communication group. This email is triggered by individual members inviting people they discover on the platform. Review the template so it reads well coming from a peer rather than from your office.
Where to Customise
All of these emails can be found and customised under Settings → System Emails. For each email, you can edit:
Subject line — what appears in the user's inbox
Body text — the message content
Sender name — who the email appears to come from
To configure the sender email address for all system emails, see Configuring the Sender Email Address for Automated Emails.
Quick Reference
Trigger | Frequency | |
User verified confirmation | Sign-up verified (auto or manual) | High — most users receive this |
User could not verify confirmation | No match or multiple matches found | Medium — depends on data quality |
User rejected | Admin blocks a sign-up | Low |
Celebration emails | User's birthday or anniversary | Daily (if enabled) |
Invitation to join | Verified member invites someone from the platform | Varies — driven by member activity |