Skip to content
English
  • There are no suggestions because the search field is empty.

Application email settings and options

This article lists the email settings and options that are related to applications: which ones send, who they go to, and how the timing works.

Before we continue: the two application modes

Organisations decide themselves which mode they choose when creating an activity.

Apply. The volunteer sends an application and the organisation decides whether to accept it. Everything in the reminder timings, toggles, and auto decline sections below exists because of this mode.

Join, sometimes called RSVP. The volunteer gets a spot right away, or lands on a waiting list if the activity is full. No approval step, no reminders.

Emails for new applications

  • New application. On by default. Controls whether the contact person gets emailed when someone applies or joins.
  • Application confirmation. On by default. Controls whether the applicant gets a copy of their own submitted application.

Emails regarding changes to an activity

  • Deed changed. On by default. Controls whether accepted applicants get emailed when the activity's date, time, or location changes.
  • Deed reminder. On by default. Controls the "activity happening soon" email sent 7 days and 1 day before a one-off activity starts, as long as the activity was created at least 2 weeks in advance.

Status update emails

  • Application accepted, declined, or status changed. On by default. The volunteer gets this email the moment the organisation updates the application's status, even if the organisation chooses not to send a message along. If they do write one, it gets added to that same email, on top of the standard template.
  • There's no platform setting behind this one. Only the volunteer can switch these emails off, via the application updates category in their own notification preferences.

Reminder emails

Depending on the status (see What do the different statuses of an application mean?) the following emails can be send.

The first four count from when the application comes in; the last two count from when an application is set to 'Pending'. What those reminders look like in practice is covered in Automatic reminder emails for applications and activity reports.

'New' application:

  • First reminder to contact person (3 days). On by default.
  • First escalation to org admins (7 days). On by default.
  • 7 day notice to the applicant. Off by default. Contact Deedmob support to turn this on if you want volunteers to get their own heads up when an organisation hasn't responded yet.
  • Last reminder to contact person (14 days). On by default.
  • Last escalation to org admins (28 days). On by default.

'Pending' application:

  • Pending reminder to contact person (35 days). On by default.
  • Pending escalation to org admins (70 days). On by default.

These values can be adjust, toggled on or off, and apply platform wide.

Reminder email to applicant (optional)

Sometimes it is important that an applicant (e.g., students looking for a social internship) is actively reminded of an open application.

  • Notice to the applicant (7 days). Off by default.

This can only be toggled on or off, the timing cannot be adjusted.

Auto decline (optional)

Sometimes it is nice to be able to automatically close applications. In that case, the volunteer receives the standard rejection email.

  • Auto-reject (42 days). Off by default.

This email can be toggled on or off. The timing can also be set, but must always be longer than the last reminder (default after 28 days), so that the entire reminder series is always completed before anything is automatically rejected.

Monthly digest

In addition to the emails directly linked to a specific registration, there is also a monthly general reminder. Useful for contacts with many registrations.

  • Contact-person pending-deeds reminder. On by default.

This can only be toggled on or off, the timing cannot be adjusted.

Guest applications

It is possible to apply without an account. This can be set per activity type. How guest applications work is covered in Guest applications: how can users sign up without an account?

  • Days before an unconfirmed guest application is deleted. Default 30 days. Set to 0, this turns off the cleanup job entirely.

The emails are the same as for a "normal" application.

The email that always sends, regardless of settings

  • Activity cancelled, deleted, or archived. Not a toggle, can't be turned off. Everyone still signed up or waiting on a decision gets notified the moment the activity is cancelled, deleted, or archived.

See it from the other side

Everything above covers the settings. If you want to see how those settings actually play out for the people receiving these emails, check What emails will I get when I apply to or join an activity? for the volunteer's perspective, or What emails does our organisation receive around applications? for the organisation's.