CommunitySuite sends various types of emails to support donor relations, fund advisor communications, financial reporting, and administrative workflows. These emails can be sent automatically based on system triggers or manually by users as needed.
Who: All CommunitySuite users can send and manage emails. Specific email types may be limited to users with permissions for donations, grants, fund advisors, or accounting functions.
When to Use CommunitySuite Emails
Use CommunitySuite emails to:
- Notify fund advisors about donations, grants, fund statements, and portal access.
- Send tax receipts to donors for online and offline donations.
- Request approvals for grants, vouchers, journal entries, and checks.
- Communicate with donors about recurring donations, tributes, and event tickets.
- Share custom reports and financial data with internal team members.
- Manage account transfers and invoice notifications.
Email Encryption
CommunitySuite supports email encryption during transport. The system utilizes Opportunistic TLS (Transport Layer Security).
Opportunistic TLS sends a request from the sender's server to the recipient's server. If the recipient's server supports TLS, the plain text connection is upgraded to an encrypted connection and the email is then encrypted.
If the recipient server does not support TLS, the email is not encrypted.
Emails to Fund Advisors
The following emails are sent to fund advisors for various notifications and access purposes.
Advisor Abandoned Cart
An advisor abandoned cart email is sent to fund advisors who have abandoned their carts. Emails are not tied to the number of grants in the cart. If sent automatically, each fund advisor receives only one email per night. If sent manually, only one email is sent unless manually sent multiple times in one day.
Automatic or Manual Send: Both
How does it send manually:
To manually send abandoned cart reminder emails to fund advisors:
- Navigate to the Fund Advisor page and click List Carts in the left-side menu.
- Click Send Email Reminder in the left-side menu.
How does it send automatically:
To enable automatic abandoned cart reminder emails sent each night:
- Enable the Automated Cart Reminder Email setting in Portal Settings.
Customizable: Yes. This type of email is customizable via Advisor Abandoned Cart Email Body in Portal Content.
Fund Advisor Donation Notification
A fund advisor donation notification email is an automatic email that can be sent to fund advisors when a donation is posted to a fund they advise. For recurring donations, the donation notify email is sent each time a donation to the fund is posted.
Automatic or Manual Send: Automatic
How does it send: To set up sending this type of email, enable Donation Notify in the fund advisor designation. This can be turned on or off per fund advisor, or for all advisors at once.
Customizable: Yes. This type of email is customizable via donation_notify_email_body in Donations Content.
Fund Advisor Forgot Password
A fund advisor forgot password email is an automatic email sent to fund advisor's primary email address when the fund advisor clicks Forgot Password on the Portal login page.
Automatic or Manual Send: Automatic
How does it send: This type of email will automatically sends after fund advisor clicks on the Forgot Password link from the login page.
Customizable: Yes. This type of email is customizable via advisor_login_email in Fund Advisors Content.
Fund Advisor Fund Statements (Advisors with Email Statement Type)
A fund advisor fund statements email for advisors with email statement type is manually sent to fund advisors with an attached copy of the fund statement. Advisors will receive one email per fund they advise.
Automatic or Manual Send: Manual
How does it send:
To manually send a fund advisors fund statements email to advisors with email statement type:
- Generate, review, and publish fund statements.
- Click Send Email Statements in the left-side menu.
- Click Send.
Customizable: Yes. This type of email is customizable via fund_statement_email_body in Funds Content.
Fund Advisor Fund Statements (Advisors with Online Statement Type)
A fund advisor fund statement email for advisors with online statement type is a manual email sent to fund advisors notifying them that fund statements are available on the Fund Management tab of the Portal.
Automatic or Manual Send: Manual
How does it send:
To manually send a fund advisors fund statement email to advisors with online statement type:
- Generate, review, and publish fund statements.
- Click Send Online Email in the left-side menu.
- Click Send.
Customizable: Yes. This type of email is customizable via fund_statement_review_email_body in Funds Content.
Fund Advisor Grant Post Notification
A fund advisor grant post notification is automatically sent to fund advisors when a grant check from a fund they advise is posted. To send this email, enable Grant Notify in the fund advisor designation.
Automatic or Manual Send: Automatic
How does it send: To send this email, enable Grant Notify in the fund advisor designation. This can be turned on or off per fund advisor or for all advisors at once.
Customizable: Yes. This type of email is customizable via grant_post_notify_email_body in Grants Content.
Fund Advisor Grant Unpost Notification
An advisor grant unpost notification email is an automatic email that can be sent to fund advisors when a grant check from a fund they advise is unposted.
Automatic or Manual Send: Automatic
How does it send: To send this email, enable Grant Notify in the fund advisor designation. This can be turned on or off per fund advisor, or for all advisors at once.
Customizable: Yes. This type of email is customizable via grant_unpost_notify_email_body in Content.
Fund Advisor Login Access
A fund advisor login access email is a manual email sent to fund advisors notifying them to set up their account or reset their password. To receive this email, fund advisors must have a primary email set on their profile.
Automatic or Manual Send: Manual
How does it send:
To manually send a fund advisor login access email to an individual fund advisor:
- Navigate to a fund advisor designation and click Send Login Email in the left-side menu.
- Edit the text as needed, and then click Send Email.
How does it send in bulk:
To manually send a fund advisor login access email to fund advisors in bulk:
- Navigate to the Fund Advisors page and click Send Login Emails in the left-side menu.
Customizable: Advisor Login Email in Fund Advisor Content or on a one-off basis from the Send Login Email action from an individual fund advisor designation. If Advisor Invite Email in Fund Advisor Content is populated, this email will use the content customized there instead.
Tax Receipts to Donors
The following tax receipt emails can be sent to donors for their donations.
Bulk Tax Receipts
A tax receipt email can be manually sent in bulk using the Process Tax Receipts.
Automatic or Manual Send: Manual
How does it send: Process Tax Receipts
Customizable: Yes. This type of email is customizable via donation_email_body in Donations Content.
Individual Tax Receipts
A tax receipt email can be manually sent individually using the Process Tax Receipts.
Automatic or Manual Send: Manual
How does it send: Process Tax Receipts
Customizable: Yes. This type of email is customizable via donation_email_body in Donations Content. Can be further customized in send process.
Online Donation Tax Receipts
A online donation tax receipts email can be automatically sent when a donation is made through Giving Hub.
Automatic or Manual Send: Automatic
How does it send: To send this email, enable Auto Tax Receipt in Donations Settings. Default Email Reply To field in System Data must have an email. When these settings are not applied, users can send tax receipts for online donations in bulk from Unsent Tax Receipts or individually from donation record.
Customizable: Yes. This type of email is customizable via online_donation_email_body in Donations Content.
Recurring Donation Tax Receipts
A recurring donation tax receipts email can be automatically sent for recurring donations.
Automatic or Manual Send: Automatic
How does it send: This email will send when the recurring donation is posted, the automatic email sends. Recurring donation tax receipts cannot be turned off without disabling Auto Tax Receipt in Donations Settings which disables automated receipts for all online donations.
Customizable: Yes. This type of email is customizable via online_donation_email_body in Donations Content.
Send Approval Emails for Internal Processes
The following approval emails can be enabled and disabled in the specific page settings. Approval emails provide internal organizational controls and notify the approver that they have an action to take on a specific record, like approving a check so it can be cut. These emails are sent to CommunitySuite users when triggered by internal actions.
Check Approval
A check approval email can be automatically sent to check approvers.
Automatic or Manual Send: Automatic
How does it send: On the check level, this email can be sent after payment approval levels are set up on each checking account, and approvers assigned to each level. In the checking account, click Send to Approval to send an email to the approvers.
Customizable: No. This type of email is not customizable.
Grant Approval
A grant approval email can be automatically sent to grant approvers.
Automatic or Manual Send: Automatic
How does it send: To send this email, Grant Approvers must be set up at the fund level. After a grant is created, clicking Post & Get Approval will send an email to the grant approvers on that fund.
Customizable: No. This type of email is not customizable.
Journal Entry Approval
A journal entry approval email can be automatically sent to journal entry approvers.
Automatic or Manual Send: Automatic
How does it send: To send this email, enable Journal Entry Approval in General Ledger Settings. Journal entry approval levels need to be setup, and approvers assigned to each level. After a journal entry is created, clicking Send to Approval will auto send an email to the journal entry approvers.
Customizable: No. This type of email is not customizable.
Voucher Approval
A voucher approval email can be automatically sent to voucher approvers.
Automatic or Manual Send: Automatic
How does it send: To send this email, enable Voucher Approval in Voucher Settings. All funds need to have a user set to be the voucher approver. After a voucher is created, clicking Post & Get Approval will send an email to the voucher approvers on that fund.
Customizable: No. This type of email is not customizable.
Send Account, Report, Event, and Donor Emails
The following emails serve various purposes including account transfers, custom reports, event tickets, and donor notifications.
Account Transfer Request
An account transfer request email can be manually sent when an account transfer request is made from an account with an account advisor assigned to it. The sent history will be logged on the profile's email history page as soon as the request email is sent.
Automatic or Manual Send: Manual
How does it send: This email is sent after a transfer request is made from an account with an account advisor assigned and a default transfer request template in Templates is also assigned, a transfer request email can be sent to the advisor or printed out. Account Transfers contains additional information about the process to email a transfer request.
Customizable: Yes. This type of email is customizable via the Transfer Request template. There can be many templates of this type.
Custom Reports
A custom reports email can be automatically or manually sent and contain shared custom reports to users in a .csv file or HTML format. Custom report emails are sent manually when sent on demand and automatically when scheduled.
Automatic or Manual Send: Both
Automatically Send When Scheduled
To schedule custom reports emails to automatically send:
- Navigate to the Reports page.
- Click [schedule] on a shared custom report in the Custom Reports section.
- Complete the Schedule Report fields, and then click Save.
- To edit or delete the email schedule, click [edit schedule] or [delete schedule] on the report in the Custom Reports window.
Manually Send on Demand
To send email on demand:
- Open a saved custom report.
- Click Email.
- Complete the Email Report fields, and then click Send.
Customizable: No. This type of email is not customizable.
Event Ticket Receipt
An event ticket receipt email can be automatically send when someone completes a free or paid ticket purchase in an online campaign. The sent history will be logged on the profile's email history page.
Automatic or Manual Send: Automatic
How does it send: This email will be sent to the email address used in checkout after checkout on the Giving Hub is complete. If an event ticket receipt is not set on the campaign, the email will send the default event ticket receipt.
Customizable: Yes. This type of email is customizable via the Event Ticket Receipt template. There can be many templates of this type.
Grant Request Notification
A grant request notification email can be automatically sent when a fund advisor submits a grant request on the Fund Management tab of the Portal.
Automatic or Manual Send: Automatic
How does it send: To send this email, click Request Notify in grants and then fill in the From email and then click the boxes next to the people to be notified. When a fund advisor clicks Submit Request on the Fund Management tab of the Portal, an email is sent to the notifyees.
Customizable: Yes. This type of email is customizable via the Advisor Request Confirm Email Body in Fund Advisors Content in Portal Options.
Invoice Notification
A invoice notification email can manually send an invoice to a customer.
Automatic or Manual Send: Manual
How does it send:
To manually send an invoice notification email:
- After posting an invoice, click Email in the left-side menu.
- Select an email from the To drop-down menu or type in a new email.
- Enter a Subject and Message.
- Click Send.
Customizable: Yes. The subject and body of the email per invoice can be customized.
Recurring Donation Reminder
A recurring donation reminder email can be automatically sent to donors about an upcoming recurring donation. The sent history will be logged on the profile's email history page.
Automatic or Manual Send: Automatic
How does it send: To send this email, the Recurring Donation Reminder Days must be entered in the Donation Settings. Recurring donation reminder content fields must be completed before the email is sent.
Customizable: Yes. This type of email is customizable via recurring_donation_reminder_body and recurring_donation_reminder_subject in Donations Content.
Resend Guest Link From Campaign
A resend guest link from campaign email can be manually sent to a profile that purchased a ticket so they can edit the guest list for their purchased tickets.
Automatic or Manual Send: Manual
How does it send:
To manually send the guest link from campaign email:
- Navigate to the campaign
- Click the name of a ticket purchaser.
- Click Resend Guest Link in the left-side menu.
Customizable: Yes. The email body can be customized with rich text editing or HTML. The default subject line of Event Ticket Portal Link cannot be customized.
Tasks .ICS File
A tasks .ICS file with a calendar invite can be automatically emailed to the user to which the task is assigned.
Automatic or Manual Send: Automatic
How does it send: To send this email, check the Send Calendar Invite box when creating a task.
Customizable: No. This type of email is not customizable.
Tribute (In Honor/Memory) Notification
A tribute (in honor/memory) notification email can be manually sent as notifications about donations with tributes in Honor/Memory of another person/place.
Automatic or Manual Send: Manual
How does it send: To send this email, follow the steps outlined in Generate Tribute Notification Letters and Emails.
Customizable: Yes. This type of email is customizable via tribute_notify_email_body in Tributes Content.
Grant Award Letter, Grant Letter, and Payment (Check Posting) Emails
A grant award letter, grant letter, and payment (check posting) email can be sent using the steps outlined in Grant Template and Communications.
Scholarship Award Letter and Scholarship Letter Emails
A scholarship award letter and scholarship letter email can be sent using the steps outlined in Scholarships Content.