Email Templates & Triggers
Last updated: July 27, 2026
Summary
In Eduframe, it is possible to send different emails to different Eduframe users. These emails can be created, adjusted, switched on and off and personalized. You can also set triggers when you want to send an email, e.g. when a participant successfully enrolled for a course or 2 weeks before the start of a course. Find out more about the email possibilities in this article.
What are Email templates?
Email templates are automated messages triggered by specific actions within Eduframe. These templates ensure consistent communication with your contacts while saving time through automation.
Key Characteristics
Fixed Library: Eduframe provides a comprehensive set of pre-defined templates. Please note that it is not possible to create or add custom email templates beyond this selection.
Content Options: You can customize templates using standard text, images, and tags.
Using Tags for Personalization
Tags act as placeholders for dynamic data retrieved from your Eduframe environment. This allows a single template to be personalized for every recipient automatically. When an email is sent, Eduframe replaces the tag with the corresponding information from the contact's profile.
Example: The tag {{Participant: full name}} will be automatically replaced by the recipient's actual full name as stored in Eduframe.
How to get to Email templates & triggers
As an administrator, you click on Settings in the global navigation bar and then select 'Email Templates & Triggers'. This page displays a complete overview of all existing email templates available in your Eduframe environment.
How to configure Email templates & triggers
Under Email template & Triggers you can find the email templates and the connected triggers. There are four tabs:
Courses, Enrollment, Orders and System.
These four tabs will be explained in the below chapters.
Course Email Templates & Triggers
Underneath this tab, you can create email templates to use in a course template. The table shows an overview of all email templates your created in Eduframe. These emails will be sent based on the set moment when creating an email (from template) in the course of your choice. With one click on the name of the email template, you can edit the email template and see where the template is used (when applicable).
How to use the course email templates in a course?
Course email templates that you created in the 'Email templates & triggers' > 'Courses' setting become scheduled emailed templates in course template. Scheduled email templates are emails that are triggered by the start or end date of a course. To activate those emails, they need to be added to the right course template.
After you added a course email template (or scheduled email template) to a course template, it will be automatically scheduled in every next course edition.
Note: If you add a new email template to a course template, this email action will not be applied to existing course editions. New email templates will only be added or planned to newly created course editions.
You can add course email templates in the 'scheduled email templates' tab of an existing course template:
How to create a scheduled email template
When being in the 'Scheduled email template' tab of a course template, you click on the "+ scheduled email template" button and you will see the following options:
Email Template: here you select the email template that you created in 'Email templates & triggers' > 'Courses'. If you did not create a template yet, you can do that in 'Settings' > 'Email templates & triggers' > 'Courses'.
Send time: Specify at what time the email should be sent
Send relative to: Specify when the email should be sent based on the start or end date of the course.
Save: Save your 'Scheduled email template'.
See below an example of the scheduled email template and the fields mentioned above:
Best Practices & Common Use Cases
To help you get started, here are the most effective ways to use these triggers:
Timing | Example Topic | Goal |
3 days before start | Introduce yourself | Encourage participants to log in to Canvas and start engaging. |
1 day before start | Reminder: See you tomorrow! | Reduce no-shows and provide final logistical details (location/link). |
2 days after start | Evaluation form | Capture feedback while the course experience is still fresh. |
1 week after end | Download your certificate | Reward successful participants once all grades are finalized. |
System Emails Templates & Triggers
Underneath this tab, you can edit and enable/disable the system mails. System mail are standard emails that have always the same specific trigger.
Example: created contact --> when enabled, this mail will always be sent to a contact that is created in Eduframe.
Choose which email templates you want to use by enabling or disabling the switches within the Active column.
Some are disabled, these email templates can't be turned off as it will always be triggered by a certain button in Eduframe. The 'Send on' column describes the action which has to be triggered in order to send the email.
The 'Send to' column is filled with tags from Eduframe that shows which email addresses will be used to send the email towards. By clicking on an email template name, the email template will open in order to change the title, subject, addressee or message.
Each email template can be adjusted. Just click on the email template name and the email will pop up. You can
Change the subject: Within the subject it is also possible to use tags by click on the "tag" icon on the right
Change the message: Within the message you can import photos and use tags to get specific information from Eduframe.
Note: It is not possible to use all tags within every email template.
When and to whom will each specific Email Template be sent (Default)
Below you can find the groups of email templates and standard triggers are available under System:
Flexible course enrollment nearing end | {{Participant: email address}} | This email will be sent to flexible course enrollment ending in 5 days |
Contact created | {{Contact: email}} | This email will be sent each time you create a NEW contact. This email will only be sent if the checkbox "Email login to contact" is checked. The email will immediately be sent when you save the new contact. |
Task assigned | {{Assignee: email}} | This email will be sent when you assign a new task to a contact. The email will be sent to the contact that you assign the task to. |
Task Due | {{Assignee: email}} | This email will be sent a day before the due date of the task to the assigned contact of that task. |
Task Changed | {{Task: subscriber emails}} | This email will be sent when you change a task. After you save the adjusted task this email will be send to the contact that was assigned to the task |
Program enrollment confirmed | {{Participant: email address}} | When an order for a program is confirmed, this email will be sent to all enrollments of that order. |
Send Payment Request | {{Account: Invoice email}} | When you open an invoice with the status Open, it is possible to send a Payment request by email. When clicking on this button, this email template will be sent. Therefore it cannot be switched off. The invoice will be attached to this email by default in pdf and ubl format. This can be deleted. This email will be send to:
|
Payment Confirmed | {{Account: Invoice email}} | This email will be sent when the payment is confirmed. The invoice will be attached to this email by default in pdf and ubl format. It will be send to:
|
Order Confirmed | {{Order contact: email address}} | This email will be sent when you confirm an order. It will be sent to the order contact of the order. |
Order Created | {{Order contact: email address}} | This email will be sent when you "save and confirm" or just "save" the order. It will be sent to the order contact of the order. |
Order Created | {{Educator: administrators email addresses}} | This email will be sent when you "save and confirm" or just "save" the order. It will be sent to all administrators that have checked the "Receives an email for new registration and requesting a brochure" setting. |
Send invoice | {{Account: invoice email}} | This email will be sent when you click on the button "Invoice by email" when opening an invoice. Therefore it cannot be switched off. The invoice will be attached to this email by default in pdf and ubl format. This can be deleted. The email will be send to:
|
Enrollment Confirmed | {{Participant: email address}} | This email will be sent when the enrolments are confirmed. When you confirm an order, all the enrollments of that order will automatically be confirmed. This email will be sent to the email addresses of all enrollments. |
Enrollment Cancelled | {{Participant: email address}} | This email will be sent when an enrolment is cancelled. This email will be sent to the email address of the enrollment. |
Password Reset | {{Contact: email}} | This email will be triggered by the "Send new password" button or the "Send login information" button on contact level. Therefore this email template can't be switched off. It will send an email to the email address of the contact. |
Meeting reminder | This email will be sent every Monday morning 00:00 AM to teachers who have meetings the week áfter. The tag {{teacher.calendar_url}} can be included, which will lead the teacher to the calendar of next week, in their teacher portal.
| |
Certificate Awarded | {{Participant: email}} | This email will be sent to participants when in Eduframe by an admin the certificate is awarded to them. |
Enrollment Email Templates & Triggers
Underneath this tab you can create custom email templates for enrollments to use in a course, like emails in a different language or with more info in the confirmation email about the specific course.
The first table shows the default system emails for enrollments that have always the same specific trigger.
The second table shows an overview of all email templates (which can be) used for enrollment triggers in courses Eduframe.
Note: Read more about how to use Enrollment emails here.
Order Email Templates & Triggers
Underneath this tab, you can manage email templates associated with order triggers. The order created trigger has two templates, one is intended for the order contacts and the other for the administrators. The order confirmed and order denied triggers each have one template.
The templates can be edited, and they can be enabled or disabled.
What separates these order templates from the system email templates is that their triggering can be overruled for specific orders in the e-mail notifications. So you can send out an email on order creation by default, but don’t do it for a specific order.
Note that of the two order created email templates, only the first one (the one intended for the order contacts) can be overruled for specific orders:
