Email Templates

Overview

Konstantly sends a range of transactional emails on your behalf — course assignments, deadline reminders, certificate notifications, homework feedback, and more. The Email templates tab lets you tailor both how those emails look in the inbox (sender display name, reply-to address) and what they say (subject line, intro and closing wording for each template).

Email customization is included with Business and Enterprise plans. To access it, open Settings → Email templates.

Sender Configuration

The top section of the Email templates page controls how the From and Reply-To headers appear in every email the platform sends — including system emails like password resets.

Display Name

The From name is what recipients see in their inbox alongside the sending address. For example, with a From name of JCC Training, the From header reads:

"JCC Training" <[email protected]>

Most email clients show only the display name in the inbox preview, so this is the most visible piece of branding for your emails.

Reply-To Address

The Reply-to address is where replies land when a recipient hits Reply in their email client. By default, replies go to our noreply@ address (which isn't monitored). Setting your own reply-to (e.g. [email protected]) ensures customer responses reach the right inbox.

Live Preview

As you type, a live preview shows exactly what recipients will see in their From header. Use this to verify the display name reads correctly before saving.

Click Save changes to apply. The new sender details take effect on the next email the platform sends — typically within seconds.

Customizing Email Content

Below the sender section, you'll find a list of all customizable email templates grouped by category (User, Course, Homework, System).

Selecting a Template

Click any template in the list to open it in the editor on the right. The currently-selected template is highlighted, and badges in the list tell you at a glance:

• Customized (blue) — this template has overrides saved
• Off (red) — sending is disabled for this template
• 🔒 Lock icon — this is a system email that can't be customized (see Locked Templates below)

Editing a Template

Once a template is selected, the editor on the right shows:

Status toggle — turn the entire template on or off. When off, emails of this type are not sent at all. Useful if you've replaced a notification with your own external workflow.

Subject line — overrides the default subject. Supports variable placeholders (see below).

Introduction — replaces the lead paragraph at the top of the email body. Supports Markdown (bold, italic, links, lists) for basic formatting.

Closing — optional paragraph inserted just before the standard "Cheers, the team" sign-off. Leave empty to omit.

Variables

Each template has a set of available variables you can drop into the subject, intro, or closing fields. They're filled in with real values when the email is sent. For example:

• {{userName}} — recipient's name
• {{courseName}} — course title
• {{platformName}} — your organization name
• {{formattedDeadline}} — assignment deadline (formatted for the recipient's locale)

The available variables differ per template — they're listed as chips below each field. Click any chip to insert it at your cursor position.

Live Preview

A live preview pane below the editor shows the rendered email — header, sample data, your overrides, and the platform sign-off. It updates within ~500 ms of you typing, so you can iterate on wording without saving and sending a test.

The preview uses placeholder sample values like Jane Doe and Workplace Safety 101 so you can see what variable interpolation looks like without exposing real customer data.

Saving Changes

A Save changes bar appears at the bottom of the editor when you have unsaved edits. Click Save to commit, or Cancel to discard. You can also reset a template back to its original wording at any time using Reset to defaults.

Locked Templates

Three templates in the list are intentionally locked and shown with a 🔒 lock icon:

• Password reset — the wording is security-critical (recipients are trained to recognise password-reset emails); a misedit could lead to confusion or be used for phishing.
• Email change confirmation — same reasoning; recipients verify identity by clicking the confirmation link.
• Purchase receipt — contains payment and tax language we can't safely let customers edit (compliance + accounting accuracy).

Locked templates appear in the list so you can see what emails the platform sends, but the editor shows a read-only preview only.

If you have a genuine need to customize one of these (for example a specific compliance wording requirement), contact support and we'll discuss options.

What Gets Customized

The following email templates support full customization (subject + intro + outro + on/off):

Other notification emails (peer assessment workflows, low-volume admin notifications) ship with default wording. If you need to customize one not listed above, let us know — we can prioritise adding it.

FAQ

Do my changes apply to emails already sent?

No. Overrides only affect new emails sent after you save. Already-delivered emails are untouched.

Can I have different wording per language?

Not at the moment — overrides are single-language. If your audience spans multiple languages, overrides apply to everyone regardless of locale. Multi-language overrides are on our roadmap.

Can I send a test email of my override before going live?

The live preview pane renders the exact HTML that would be sent, so for content review there's no need to send a test. If you want to test deliverability or formatting in a specific email client, set yourself as the recipient and trigger the relevant action (e.g. invite yourself to a test course).

Will my customers be confused if I rename the email subject for templates they're used to?

For most transactional emails (course assignments, deadline reminders) custom subjects are fine and even helpful — recipients identify them by your brand name in the inbox. We recommend keeping the purpose of the email obvious in the subject (e.g. don't rename a deadline reminder to something unrelated).

What happens if I disable a template by toggling it off?

The platform stops sending that email type entirely for your tenant. Other automation continues — for example disabling the deadline reminder email doesn't stop assignments from expiring; it just stops the email going out. Re-enable any time via the same toggle.

Can I customize who emails are **from** (e.g. `[email protected]`)?

Yes — see the Custom Sender Domain guide. Available on Enterprise plans.