Platform
Message templates
Safely customize reminder, transactional email, and Task Board automation messages in English and French.
Reminders
See when reminder copy is used and who can receive it.
Automation
Understand the rules that use automation notification templates.
Notifications
Understand in-app and email delivery outcomes.
Choose the right template family
Select a family and template, then edit only the fields and language variant shown. Changes to one template do not rewrite unrelated templates.
| Family | Used for |
|---|---|
| Automation Notification templates | Task Board automation output in the application and, when available, by email. |
| Reminder notification templates | Birthday, membership anniversary, and passport reminder bodies. |
| Transactional email templates | Account, registration, invitation, verification, and recovery messages. |
Transactional email templates
| Template | Purpose and recipient |
|---|---|
| Password reset email | Sends a one-time reset action to the account email after a reset request. |
| Registration invite email | Sends an administrator-created registration invitation to the entered address. |
| Email change verification | Asks the proposed new address to verify the change before it completes. |
| Email change request notice | Warns the current address that a change was requested. |
| Email change completion notice | Confirms that the account email was changed. |
| Registration acknowledgement | Confirms that a new request entered review. |
| Pending registration reminder | Explains that another attempt found an existing pending request. |
| Existing-account registration notice | Sends safe sign-in guidance when the address is already associated with access. |
| Registration policy guidance | Offers sign-in or account-recovery guidance for an existing address. |
Reminder templates
The passport in-app and email entries currently edit the same passport reminder copy. A saved change in either entry therefore affects both uses.
| Template | Channel |
|---|---|
| Birthday in-app notification | Advance birthday notification |
| Birthday day in-app notification | Birthday date notification |
| Anniversary in-app notification | Advance membership anniversary notification |
| Anniversary day in-app notification | Membership anniversary date notification |
| Passport expiration in-app notification | Private member or admin reminder |
| Passport expiration email | Optional queued passport email |
Automation Notification templates
The available templates are Task due soon, Task overdue, Test automation notification, Task auto-completed, Unassigned task flagged, Stale task follow-up, Checklist incomplete before due, and Overdue task escalation.
Each has controlled EN/FR subject, in-app title and body, email title and body, and button label fields. A template version advances when its message content changes.
Editor fields
Transactional email templates always require Subject, Email heading, and Message body. Depending on the template, the editor can also show Preview text, Greeting, Button label, Fallback instructions, Expiration notice, Security notice, and Footer explanation.
Action templates also require a button label. Not every template exposes or needs every optional field.
Variables
Variables use double braces, for example Hello {{recipientName}}. At render time, the value is replaced with recipient or community context; Preview shows Hello Exaud with the canonical sample identity.
Open Variables to see the names available for the selected template. Availability differs by family. Keep the spelling and braces exactly as shown; the panel is a reference and does not provide an automatic insert action.
- Birthday and anniversary copy can use memberName, communityName, date, and years.
- Passport copy can use memberName, communityName, expirationDate, daysRemaining, and stageLabel.
- Automation copy uses the controlled list shown in its Variables panel, including task, board, rule, recipient, due-date, status, checklist, and action context where supported.
Required variables and action links
Save and Preview validate required variables across the editable fields. If required content is removed, the action is rejected and identifies the first missing variable. Passport reminder copy must retain {{expirationDate}}.
For password reset, invitation, email verification, existing-account sign-in, and account-recovery templates, the secure action URL is supplied by the email layout. Keep a meaningful Button label, but do not paste resetUrl, inviteUrl, verificationUrl, loginUrl, or passwordRecoveryUrl into the message body.
Other required values remain visible in their relevant fields, such as recipientName, communityName, expiresInMinutes, or maskedNewEmail. Follow the selected template’s Variables panel rather than copying requirements from another template.
Preview a template
For transactional email templates, Preview validates and renders the current unsaved draft in the selected EN or FR locale using safe example values such as Exaud and non-production action links. It sends nothing and does not require an email provider.
Reminder Preview is produced locally from the current body and sample values and also sends nothing. Automation Preview renders the selected locale from the last saved template while the editor is in view mode.
Send a test message
For a transactional email, Send test queues the selected EN or FR sample rendering to the signed-in administrator’s account email. Unsaved changes disable the action, and usable email delivery is required. The campaign and its delivery result appear in the Email workspace.
For an automation template, Send test creates an in-app notification only for the signed-in active Owner/Admin. It also queues email to that same account when email is available. Members, assignees, and production rule recipients are not notified, and the test is recorded in Audit logs.
Preview versus Send test
| Action | Sends | Content source | Email provider |
|---|---|---|---|
| Transactional Preview | Nothing | Current unsaved draft with example data | Not required |
| Transactional Send test | Email to your account | Saved selected-locale content with example message data | Required |
| Automation Preview | Nothing | Saved selected-locale template with example data | Not required |
| Automation Send test | In-app to your account; email when available | Saved selected-locale template with test context | Optional for its email copy |
Save changes
Save changes validates required fields and variables, then makes the selected template and language active for future messages. Messages already queued keep the rendered content captured when they were queued.
Automation template content changes advance the saved version and are listed in Audit logs. Supported message-template body changes are also audited. Keep the success feedback before navigating away.
Discard changes and Reset to default
| Action | Result |
|---|---|
| Discard changes | Restores the selected editor to its last saved values. It does not restore the platform default. |
| Reset to default — transactional email | Loads the built-in EN or FR values into the draft. Select Save changes to activate them. |
| Reset to default — reminder template | Immediately validates and saves the built-in body for that entry. |
Example: customize a registration acknowledgement
- Open Templates, choose Email templates, then select Registration acknowledgement.
- Select EN, review Variables, and update the wording without renaming placeholders.
- Select Preview and confirm the Exaud sample rendering. Repeat for FR.
- Select Save changes for each language. Send test becomes available once the current draft is saved.
- Send the test to your own administrator account, then confirm its campaign outcome in the Email workspace.
Security-sensitive templates
- Treat password reset, email verification, email-change notices, invitations, and account-recovery guidance as security messages.
- Keep action labels clear and retain relevant expiry and security language. Never ask a recipient to reply with a password, reset token, or MFA code.
- Preview both languages and send a test before activating sensitive copy. Tests use safe example message data and your own administrator destination.
Permissions
Viewing, editing, previewing, and testing Templates requires Manage message templates. Owners have this access; Admins need the delegated permission. Email tests additionally depend on usable community email settings.