How do I add a custom message to user invitations?

What is a custom message in user invitations?

A custom message is a freely worded text that appears in the invitation email sent to the invited people. The custom message complements the standard snapAddy invitation, it does not replace it.

In the invitation dialog the field is labelled Custom message. The helper text below it reads: “Add a custom message to invitees that will appear in invitation emails.”

Why is a custom message in invitation emails worthwhile?

A custom message makes the invitation more credible and lowers the risk that recipients mistake the invitation email for spam. Improved trustworthiness increases the first-time acceptance rate and reduces administrative effort for reminders and follow-up messages.

Short messages work best: name the sender, the reason for the invitation and the next step, for example the name of the organization and the date from which snapAddy is to be used.

How do you add a custom message to a user invitation?

You add the custom message in the invitation dialog, which you open in the settings under “Users & licenses” via the Invite users button. As long as the invitation dialog is open, you can adjust or remove the custom message at any time.

How do you open the invitation dialog?

1. In the settings, open the User management area and select Users & licenses.
2. Click Invite users.
3. Choose Manually or Upload excel and enter the people you want to invite.

Where do you find the “Custom message” field?

You find the Custom message field in the invitation dialog in the step where you also select the language of the invitation email, above the Next button. Click + Add a custom message to open the input field.

How do you save the custom message?

Enter your text in the input field and click Save. Then continue the invitation with Next and assign licenses and roles as usual.

How do you change or remove a custom message?

As long as the invitation dialog is open, reopen the input field, adjust the text and click Save. The bin icon in the input field removes the custom message again, and Cancel discards the latest change. Invitation emails that have already been sent cannot be changed afterwards: a corrected custom message only reaches recipients with a new or resent invitation.

Which limitations apply to the custom message?

The custom message is plain text: the input field supports neither formatting nor placeholders. The custom message applies to everyone you invite within the same invitation process. If different groups of people are to receive different texts, run several invitation processes one after another and enter a separate custom message for each one.

Where does the custom message appear in the invitation email?

The custom message appears in the generated invitation email above the button that the invited person uses to create an account and join the organization. All other parts of the invitation email remain unchanged.

Why is the custom message not available?

The custom message is only available if invitation emails are enabled in the settings of your organization. Without enabled invitation emails, snapAddy does not send an invitation that could carry a custom message.

Which questions commonly come up next?

How do you invite users to the organization?

You invite users in two ways: manually by entering email addresses or via a pre-filled Excel file. Both paths guide you through assigning licenses and roles. The full instructions are in the article How do I invite users?

How do you re-invite pending users?

Filter the user overview by the status “pending”, select the people concerned and choose “Resend invitation”. The detailed steps are described in the article How to re-invite pending users

What do you do if the invitation email does not arrive?

First check the spam folder and the spelling of the email address, then the delivery rules in your company. Further guidance is available in the article I did not receive the invitation-e-mail

Where do you manage users and licenses?

You manage users and licenses in the settings in the “Users & licenses” section. There you see available licenses, assigned licenses and the status of every person. An overview is given in the article User management “User & licenses”