Customize emails and send announcements

Admin

StandShare sends automated emails for events like new assignments, settlements, scholarship updates, and document reminders. You can customize the content of these emails with your organization's branding and messaging. You can also send one-time broadcast emails to all members or a targeted segment.

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Access Email Templates

1. Sign in with an Admin account.
2. Navigate to Admin > Communications > Email Templates.

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Email Template Types

Template	When It Is Sent
Welcome	New user registration
Assignment Notification	Worker is assigned to an event
Event Reminder	Reminder before an upcoming event
Waitlist Promoted	Worker is promoted from waitlist
Waitlist Joined	Worker joins the waitlist
Attendance Updated	Worker's attendance status changes
Settlement Completed	Settlement run completes for a family
Scholarship Request Received	Scholarship request submitted
Scholarship Approved	Scholarship request approved
Scholarship Denied	Scholarship request denied
Document Required	Compliance document is due
Document Received	Document uploaded successfully
Document Acknowledged	Admin acknowledges an uploaded document
Announcement	Organization-wide announcement
Password Reset	User requests a password reset
MFA Setup	User enables MFA
Data Export Ready	Personal data export is ready to download

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Edit an Email Template

1. In the Email Templates list, click the template you want to edit.
2. The template editor opens with two panels:
   • Left panel — Content editor with fields for subject line and body.
   • Right panel — Live preview of the rendered email.
3. Update the Subject Line as needed.
4. Edit the Body using the rich text editor. You can:
   • Add or edit paragraphs, headings, and lists.
   • Insert merge tags to personalize content (see below).
   • Adjust button labels.
5. Click Save Template.

Available Merge Tags

Merge tags are replaced with real data when the email is sent.

Tag	Replaced With
{{firstName}}	Recipient's first name
{{familyName}}	Family account name
{{orgName}}	Organization name
{{eventName}}	Name of the relevant event
{{eventDate}}	Date of the relevant event
{{amount}}	Dollar amount (for financial emails)
{{link}}	Action link (sign in, view request, etc.)

tip

Always include {{firstName}} at the start of the greeting to personalize the email. Personalized emails have significantly higher open rates.

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Preview and Test a Template

1. Open the template you want to test.
2. Click Send Test Email.
3. Enter an email address to receive the test.
4. Click Send.

A test email is delivered with sample data substituted for the merge tags.

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Reset a Template to Default

If you want to revert a template to the original StandShare copy:

1. Open the template.
2. Click Reset to Default.
3. Confirm.

Your customizations are removed and the original template is restored.

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Send a Bulk Broadcast

A broadcast is a one-time email you compose and send to a defined audience.

Create a Broadcast

1. Navigate to Admin > Communications > Broadcasts.
2. Click + New Broadcast.
3. Enter:
   • Subject — The email subject line.
   • Audience — Choose who receives the broadcast:
     • All Members — Everyone in the organization.
     • Family Leads — Only Family Lead accounts.
     • Coordinators — Only Coordinator accounts.
     • Admins — Only Admin accounts.
     • Group — Members of a specific dynamic or manual group.
     • Event Attendees — Workers who attended a specific event.
   • Body — Write your message using the rich text editor. Merge tags are available.
4. Click Preview to see a rendered preview with sample data.
5. Click Schedule (to send at a future date/time) or Send Now.

Confirm Send

1. A confirmation dialog shows:
   • The estimated number of recipients.
   • The subject line.
   • The send time (now or scheduled).
2. Click Confirm Send.

The broadcast is queued and sent. Delivery status is shown on the Broadcasts page.

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View Broadcast History

Navigate to Admin > Communications > Broadcasts to see a history of all sent broadcasts:

Column	Description
Subject	Email subject
Audience	Who received it
Sent	Date and time of delivery
Recipients	Number of emails sent
Opens	Open count (if tracking is enabled)
Status	Sent, Scheduled, Draft, Failed

Click a row to see the full broadcast details and delivery report.

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Next Steps

• Configure Branding — Apply your logo and colors to email templates.
• Manage Announcements — Post in-app announcements in addition to email broadcasts.
• Manage Dynamic Groups — Create groups to use as broadcast audiences.