The welcome email: explained and customised

The welcome email is often the first point of contact with new users. In 4planning you can customise this email so it fits your organisation and clearly explains what users can expect.

Where do you find the welcome email?

1. Go to Settings in the left-hand menu.
2. Click Onboarding.

Here you can manage the welcome email and the onboarding texts.

Customising the welcome email

You can change the content of the invitation and welcome email so it matches your organisation.

• Write a personal introduction.
• Explain why users are being invited.
• Tell them what they can do with 4planning.
• Give clear instructions for the first steps.

This text is sent as HTML, which means normal line breaks do not work — use <br>.

Setting up several languages

When your organisation uses several languages, you can adjust the text per language.

• Users automatically receive the right language.
• This is based on the user's own language setting.

What can't you change?

A few parts of the email are standard and cannot be changed. These keep the system secure and working correctly.

• The activation link.
• Security information.
• Technical parts of the email.

Why the welcome email matters

• It shapes users' first impression.
• A clear explanation increases activation.
• Users understand the benefits more quickly.

Tips for effective use

• Use a friendly, clear tone.
• Keep the message short and readable.
• Encourage users to log in straight away.

Good to know

• You can change the welcome email at any time.
• Changes only apply to new invitations.
• Test the email before you invite users.