Application Emails
Stoked can send three automated emails around the application process. Each one is off by default and can be turned on and customized independently.
| Who receives it | When it’s sent | |
|---|---|---|
| Application Submission | Your community admins | A prospective advocate submits an application |
| Application Confirmation | The applicant | Immediately after they submit their application |
| Application Approved | The applicant | When you approve their application |
You’ll find all three under Settings > Advocate Applications in the Quick links card, or under Settings > Email Notifications.
Enabling and editing an email
Each email has its own settings page with the same controls:
- Notification Enabled — toggle the email on or off. While off, no email is sent for that step.
- Editable Sections — edit the three parts of the email:
- Subject — the email’s subject line
- Header — the large heading at the top of the email
- Body Text — the main message
- Preview Email — opens a sample of the email so you can see exactly how your wording renders before turning it on.
Stoked ships a sensible default for every section, so you can enable an email without writing anything. Edit any section to match your community’s voice.
Application Submission email
Sent to your community admins so they know a new application is waiting for review.
Available merge variables
| Variable | Inserts |
|---|---|
{{admin_first_name}} |
The recipient admin’s first name |
{{application_first_name}} |
The applicant’s first name |
{{application_last_name}} |
The applicant’s last name |
{{application_name}} |
The applicant’s full name |
{{application_location}} |
The applicant’s city/state |
{{community_name}} |
Your community’s name |
Application Confirmation email
Sent to the applicant right after they submit, reassuring them that their application was received.
Available merge variables
| Variable | Inserts |
|---|---|
{{application_first_name}} |
The applicant’s first name |
{{application_last_name}} |
The applicant’s last name |
{{application_name}} |
The applicant’s full name |
{{community_name}} |
Your community’s name |
Application Approved email
Sent to the applicant when you approve their application. The default message congratulates them, lets them know a welcome text is on its way, and points them to their profile and your handbook.
Available merge variables
| Variable | Inserts |
|---|---|
{{application_first_name}} |
The applicant’s first name |
{{application_last_name}} |
The applicant’s last name |
{{application_name}} |
The applicant’s full name |
{{community_name}} |
Your community’s name |
{{advocate_profile_url}} |
A link where the new advocate can view and manage their profile |
{{handbook_url}} |
A link to your handbook (see below) |
Approving an application creates the advocate’s account, but they finish setting up — and receive their welcome text — when they confirm their phone number. That’s why the default approved email says a welcome text is coming shortly.
Setting the handbook link
{{handbook_url}} points to your community’s built-in handbook page by default. If you keep your handbook somewhere else (for example, on your own website), you can override the link:
- Go to Settings > Library > Handbook
- Enter your External handbook URL (for example,
https://example.com/handbook) - Click Save handbook
Once set, {{handbook_url}} uses your external URL everywhere it appears. Leave it blank to use the built-in handbook page.
For the broader reference on personalizing emails and SMS across Stoked, see Customizing Templates.