Help / User account notifications

Email notifications to new FlexiQuiz users

Welcome your new Respondents, Trainers and Admins with a friendly and informative email.

With FlexiQuiz, you can send custom welcome emails that contain important information about the user's account, such as their username and password. Emails can be sent when setting up a new user or when password resets are needed.


How to send welcome emails

When adding a single new user

  1. To start, create a new user by going to your user's dashboard and clicking + New user. The new user profile page will appear.
  2. Enter the details for your new user. Learn more about creating a new user.
  3. You need to ensure that you provide a valid email address in the Username or Email field.
  4. Now scroll down the screen and click Add user. If you have provided an email address, a window will appear that allows you to send a welcome email.
  5. Press the down arrow to select whether to send the standard welcome email immediately or edit it before sending it.
  6. Click send welcome email when you are ready to send the email.

Once you click send, the welcome email may queue for sending, and learners should receive it within 30 minutes.


When uploading multiple new users

You can send a welcome email when you add users using the bulk upload option.

  1. From your user's dashboard, press Bulk upload users and download the Excel template.
  2. Next, go to column G (send welcome email) on the Excel template.
  3. Select yes from the drop-down menu.
  4. Enter an email address in column A (username) or column C (Email address).
  5. Now complete the other relevant fields. Learn more about bulk uploading users.
  6. Then, return to FlexiQuiz and upload your Excel document.

Once the new user file is successfully uploaded, we will display a message to confirm success or highlight if there is an error with any of the users.


How to resend a welcome email to existing users

You can resend welcome messages from your user dashboard to multiple users or just one.


Emailing multiple users simultaneously

  1. Click the check box next to each user, and your option icons appear.
  2. Select the envelope icon. A window will appear to confirm that the user's password will automatically change when you send the email. The email will contain the user's new password.
  3. When you are ready to send the welcome emails, click Send.

Emailing a single user

  1. Click on the user to open their profile page.
  2. You can update the profile page such as changing the name or password.
  3. Now scroll down the page and click Resend welcome email.
  4. A message will appear to confirm resetting the user's password. You can enter a new password or use the password that the FlexiQuiz system randomly generates.
  5. Once you are ready to send the email, click Reset. A window will pop up to confirm the welcome email is queued for sending.

How to create a custom welcome email template

  • To start, select Settings from your top menu.
  • Now click Emails on the list of options on the left.
  • Go to the New user email template.
  • You can customize the text in the email subject line and body. The text in square brackets is dynamic, meaning we will automatically populate the fields with the user's unique data when we send the email.

    • When the learner receives your email, the From field will say that the email is from FlexiQuiz and reference your account name. Learners can opt out of any future emails from FlexiQuiz.

    If you have an Enterprise plan, you can send emails using your email address with our SMTP integration.


    Troubleshooting

    Most emails are sent within 30 minutes. If the learner has not received the email within a couple of hours, we have the following tips:

    • Has the email gone to their junk, promotion or spam folder?
    • In some instances, Corporate servers can block our emails because they are seen as phishing. Please check with your tech team.
    • Please check the user's email address is correct.
    • Check you are within the rate limits based on your FlexiQuiz plan type:

      • Free: 0 per day

      Essentials: 200 per day

      Premium: 1,000 per day

      Enterprise: 3,000 per day


    Relevant Help Guides

    How to send a welcome email when users self-register for a Respondent portal

    Types of FlexiQuiz accounts

    How to email quiz results

    Blog: Benefits of creating extra Admin and Trainer accounts to work in collaboration

    Upgrade to access the welcome email feature



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