System emails

System emails are the messages your project sends without anyone composing them: the sign-in code, a team invite, a booking confirmation, a store receipt. Each one goes out in a standard ESTAGE design until you customize it, so you can make them look like the rest of your mail.

Open Messages and click the System emails card at the top of the list, next to your folders. Messages in the breadcrumb takes you back.

How they differ from your other email

System emails are transactional. Whoever sends them:

• they don’t spend your sending allowance;
• they carry no unsubscribe footer and no tracking;
• customizing one changes how it looks, not how it travels.

Who they come from

The card above the list shows the address that signs every system email, badged From your project or From Estage.

• With no verified sender, they send from ESTAGE. The card links to setting up a domain and a sending address so they arrive from your own.
• Once you have one, they use your default sender — or, if there’s none, the address most of your automations send from, or your only verified address. The card says which rule picked it.
• Pick a different verified address from the dropdown to set one aside for system emails. This doesn’t change your default sender; broadcasts and automations keep theirs. Addresses still waiting on verification can’t be picked.

The list

The emails are grouped by what sets them off, and each row carries the email’s name:

Group	Emails
Signing in	Login verification code (OTP) · Signup email confirmation · Password reset
Your project	New member signup (to owner) · Project team invitation · Contact form submission · Meeting booking confirmation · Autoresponder import finished · Broadcast paused by the health check · Automation: notify admin by email (to the owner)
Store	Store order confirmation · Store order shipped · Store order refund notice · Store abandoned cart reminder · Store: new order (to the owner) · Store purchase order (to a supplier)
Community	Community membership approved · Community membership denied · IPS license approved · IPS activation denied · IPS license revoked
Other	Store order delivered

Other holds emails newer than the grouping; they work the same way as the rest. Store order delivered goes to the buyer once per parcel, when the carrier reports it delivered.

Each row shows who the email Goes to (for example You, Buyer, Member, Supplier), its Status — Default or Customized — and when it was Last edited. An info icon on a row explains anything the row can’t, such as how often it sends or which setting switches it on.

Customizing one

1. Click Customize on the row.
2. Confirm with Customize it. A copy of the standard email becomes yours, already carrying every variable the email can’t send without. The standard one is left untouched.
3. The copy opens in the message editor. Change it and click Publish — from then on it goes out instead of the default.

The editor shows a strip above the email: “Sends through Estage — no allowance spent, no unsubscribe footer, no tracking”, and Must keep with the variables this email needs — for example {{code}} in a sign-in email. Remove one and you’re warned before saving; save anyway and the save is refused until you put it back. The merge-field menu offers the variables this particular email carries.

Once customized, the row’s button reads Edit and opens your copy. Customized templates are kept in a System Emails folder under Messages, which the list doesn’t show separately — the card is the way in.

Note

A customized email left as a Draft doesn’t stop the email: it keeps sending in the standard design until your version is published.

Previewing and testing

From a row’s ⋯ menu:

• Preview — the email as recipients get it today, default or customized, with an HTML tab showing the source with its variables still in place.
• Send a test — sends it with sample values to the address you enter. The subject arrives prefixed with [TEST], and it doesn’t spend your allowance.

Resetting to default

Reset to default, in the ⋯ menu of a customized row, puts the standard ESTAGE email back. Your template isn’t deleted — it stays in the System Emails folder under Messages.

Things worth knowing

• Community emails keep the standard design. The five Community emails are sent from Community itself, so the standard email is what goes out even if you customize one — a clock icon on those rows says so.
• Bookings: only the confirmation. Cancellations, reschedules and reminders keep the standard email. The calendar invite rides on the confirmation, reschedule and cancellation either way; reminders carry none. See Bookings.
• The abandoned-cart email only sends while Send a recovery email is on in the store settings. With it off, an abandoned cart still fires the Store cart abandoned automation trigger.
• Shipped and refunded send once per shipment and once per recorded refund. Recording a refund doesn’t move money — the payment gateway does.
• The new-order notice and purchase orders go to you and to a supplier, not to the buyer, so contact merge fields in them come out empty or carry your own details.