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System-wide Settings

System Emails

Customize the default content of automated system emails that are sent after specific actions. This does not override custom scheduled emails, but it does become the default content.

Some emails are sent automatically, such as: invitations to sign up, notifications for event changes and cancellations, and others. You can customize system emails to include your own message. Even if a congregant unsubscribes from emails, they will still receive certain system emails such as contributions statements and password reset emails.
Note: System emails are sent automatically after certain actions are performed. This is different from managing scheduled emails, which is something you can choose to do when manually sending an email that requires customization every time.

Suppose, for instance, you cancel a group event. When you save that change, you'll have the chance to customize the email that is sent out. Changes made at that time will only apply to that one use of the email. The next time you cancel an event, the email will default to the one saved in the System Emails window.

Bottom line: The changes you make in the System Emails window will become the default for any custom email.

Some emails require a response from the recipient. Of those, some must be answered within a set period of time; others are valid indefinitely. Here are some examples:

MessageExpires
Invitation to congregants and leaders to sign up for Realm90 days from date sent
Invitation reminder90 days from date sent
Invitation for those with new user permissions to sign up24 hours
Invitations for converted accounts72 hours
Password reset24 hours

Customize System Emails, General Case

For long-term email edits.

  • You must be an administrator to do this.
Realm sends out a number emails automatically, like when you invite someone to sign up, cancel a group event, and so on. You can rewrite many of these emails to include your own messages. If changed from the System Email window, an email is updated for all processes that use it until changed again.
Note: Invitation emails sent from the Converted Account tab can't be customized.
  1. In the top-left corner, click your site name then Realm. Then click Settings > System Emails.
  2. Select the email you want to edit from one of the sections.
  3. Rewrite the subject, message, or signature to meet your needs.
  4. Drag the blue auto-text boxes anywhere you want that information included. Those with a red asterisk are required.
  5. Click Save.
    Note: If you select Reset to default, the email reverts to its original content.
    Your changes will be included in all future uses of this email.

Customize System Emails, Specific Case

For quick, temporary edits.

Realm sends out a number emails automatically, like when you invite someone to sign up, cancel a group event, and so on. You can rewrite many of these to include your own messages. If changed during the process to which they belong, an email is updated only for that one instance of use; thereafter, it reverts to the content saved in the System Emails window.

  1. When you make changes to certain group or registration events, a window opens with a copy of the email that will be sent. Click Edit.
  2. Select the email you want to edit from one of the sections.
  3. Rewrite the Subject, Message, or Signature to meet your needs.
  4. Drag the blue auto-text boxes anywhere you want that information included. Those with a red asterisk are required.
  5. Click Apply.
    Note:

    If you select Reset to default, the email reverts to the content set up in the System Emails window.

    Your changes will be applied to this use of the email only.

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Last updated: June 10, 2026