Emails Tab

Overview

The email settings in Ultimate Member enable you to configure and manage the email notifications sent to users or administrators following specific actions on your site. These settings control the content, recipients, and appearance of the emails sent to your users.

You can customize the email templates for notifications such as account activation, password reset, account approval, and more. Additionally, you can specify the sender's email address, name and how the emails appear to recipients.

It is recommended to use an SMTP (Simple Mail Transfer Protocol) service for email delivery to ensure reliable delivery of emails. Proper configuration of these settings helps maintain communication with your users and enhances the overall user experience on your website. (It's emphasized that these emails should originate from an email address associated with your website's domain name for consistency and professionalism. Additionally, it's recommended to use an SMTP service for email delivery to ensure reliable transmission of emails.)

Email Notifications

This section refers to the notifications that your site sends via email to users or administrators. It lists the different types of emails that can be configured and customized within the Ultimate Member plugin. By clicking on the "Manage" button on each email, you can access email template settings to modify its content and behaviour.

Email Template Settings

These settings allow you to enable specific email notifications, and you can edit the subject and content of the email.

Enable/Disable

This crucial setting allows you to control the automation flow of your website by determining if a specific email notification is active. It acts as the master switch for each individual email template.

Functional Breakdown

Enable (Active): By checking the box (or switching the toggle to ON), you authorize the system to automatically send this email whenever the corresponding action occurs on your site (e.g., a new user registers, a password is reset). The email will be sent instantly using the custom content and subject line you have configured.
Disable (Inactive): Uncheck the box (or toggle to OFF) to instruct the system to ignore this event. The notification will not be sent to users or administrators, even if the triggering event takes place on your website.

💡 Best Practice Note: If you are not utilizing a specific feature (such as requiring admin review for new users), it is highly recommended to disable the corresponding emails (e.g., "Account Approved Email") to prevent confusion and unnecessary correspondence.

Subject Line

The Subject Line is the title of the email that appears directly in the recipient's inbox. It acts as a preview, giving users a quick summary of the email's purpose before they decide to open it.

Customization: You can define a unique subject line for every type of notification.
Dynamic Data: To make your emails feel more personalized, you can incorporate placeholders within the subject line. This allows the system to automatically insert specific information, such as the user's name or your site's name.

Example: Using {site_name} in the subject line.

Template: Welcome to {site_name}!

Inbox View: Welcome to MyAwesomeSite!

Email Content

Email Content refers to the main body of the message, including the text, images, and links that the recipient reads upon opening the email.

Within the settings, you can customize this content to match your brand's voice and style. There are two modes available for editing:

Visual Editor: A user-friendly, WYSIWYG (What You See Is What You Get) editor. Use this to format text (bold, italics, lists), insert links, and add images without needing to know HTML.
HTML Editor: A text-based editor for users who prefer to write or paste raw HTML code to achieve specific layouts or styles.

Using Placeholders for Personalization

To make your communication truly dynamic, you can insert Placeholders directly into the Subject Line and Email Content.

What is a Placeholder?

A placeholder is a special variable (usually formatted inside curly brackets, like {variable_name}) used within a template. When an email is generated, the system automatically replaces these variables with real-time data from your database.

Benefits of Placeholders

Personalization: Address users by their first name instead of a generic greeting.
Relevance: Include specific details like registration dates, account names, or custom links.
Efficiency: Use one single template to send customized emails to thousands of different users.

Scenario: A user named Sarah registers on your site, "CommunityHub".

Template: Hello {username}, welcome to {site_name}!

Final Email: Hello Sarah, welcome to CommunityHub!

Complete List of Placeholders

For a comprehensive list of all placeholders supported by Ultimate Member and their specific functions, please refer to the official documentation: Placeholders for email templates

Default Email Notifications of Ultimate Member

The following email notifications are the default ones provided by Ultimate Member. If you have other UM plugins activated, their email notifications will be added to this tab as well. Check out the complete list of email notifications for Ultimate Member extensions here.

Email Notifications	Descriptions
Account Welcome Email	This email notification is sent to users after they have successfully registered on your site. It serves as a warm welcome and may include important information about getting started with your platform or community. If you prefer new members not to receive a welcome email, you can disable this feature.
Account Activation Email	If you have set your registration process to require email activation, this email is sent to users with instructions on how to activate their account. It helps ensure that only valid email addresses are used for registration. You can disable this email template if you are not using the email activation requirement.
Your account is pending review	When user registrations require manual review by an admin before approval, this email notifies users that their registration is pending review. It reassures them that their application is being processed. You can turn this email template off if you are not using the required admin review option.
Account Approved Email	After an admin approves a user's membership application, this email is sent to notify the user that their account has been approved. It provides access to the site's features and content. You can turn this email template off if you are not using the required admin review option.
Account Rejected Email	If an admin rejects a user's membership application, this email is sent to inform the user of the decision. It may include reasons for the rejection and guidance on how to proceed. You can turn this email template off if you are not using the required admin review option.
Account Deactivated Email	When an admin deactivates a user's account, this email is sent to notify the user of the deactivation. It may include information on how to reactivate the account or contact support.
Account Deleted Email	Sent to users when they delete their account. This email confirms the deletion and may include information on data retention policies or how to recover the account if deleted in error.
Password Reset Email	After a user requests to reset their password, this email is sent with a link to the "Password Reset" page to reset their password. It ensures that only the account owner can reset the password.
Password Changed Email	After successfully changing their password, this email confirms to users that their password has been updated. It provides reassurance that their account is secure.
Account Updated Email	Sent to users after they update their account information. It confirms that the changes have been saved and includes a button that links to the account page of the user to review the updates made.
New User Notification	This email notifies the admin of every new user registration. It helps admins stay informed about new members joining the site. This email includes placeholders that link to the new user's profile and the submitted form, so the admin can review the new user's information.
Account Needs Review Notification	When enabled, this option notifies the admin via email whenever a new user registers on your site, requiring manual review by the admins. The notification is sent only if the admin review is enabled for user registrations. It helps admins manage and process new registrations efficiently.
Account Deletion Notification	Sent to the admin for every user account deletion. It helps admins keep track of account deletions and manage user data accordingly.
Security: Suspicious Account Activity	This email notification informs the admin of suspicious activities detected with specific account(s) on the site. It includes links to the profiles of the banned account(s). As a security measure, the email indicates that the status of each account has been set to rejected or deactivated, roles revoked, and login sessions destroyed.

Email sender options

This section allows you to configure how your website identifies itself as the sender of outgoing emails. Properly configuring these settings ensures that your emails look professional and help build trust with your users.

Admin Email Address

This setting specifies the email address(es) that will receive notifications intended for the site administrator (e.g., "New User Registration," "Account Deletion Notification").

How to Configure: Enter the desired email address.
Multiple Recipients: You can send admin notifications to multiple people by separating each email address with a comma (e.g., admin@site.com, manager@site.com).

Mail appears from

This setting customizes the display name that appears in the "From" field of the emails sent to your users.

Default: By default, this will display the name of your WordPress site (found in Settings > General).
Customization: You can change this to any desired name to better match your branding (e.g., "Support", "Community Team", or your company name).

Mail appears from address

This setting customizes the actual email address displayed in the "From" field of outgoing emails.

Default: By default, it will use the administration email address configured in your WordPress settings.
Customization: You can change this to a professional email address associated with your domain (e.g., info@yourdomain.com).

⚠️ Important Best Practice: For the best email deliverability and to avoid having your emails marked as spam, ensure that the Mail appears from address is an email address associated with your website's domain name, rather than a generic gmail.com or yahoo.com address.

Email Templates

The Email Template Settings section allows administrators to customize the appearance and structure of emails sent from the system. This setting provides options to modify the layout, colours, fonts, and content placeholders to ensure that emails align with your branding and communication style.

Content type

This setting allows you to enable or disable HTML formatting in emails sent from the system.

Enabled: Emails will support HTML formatting, allowing you to use rich text, images, links, and custom styling.
Disabled: Emails will be sent as plain text, and any HTML code included in the email content will be displayed as raw text instead of being rendered.

💡 Tip: If you intend to use styled or formatted emails, ensure this option is enabled to prevent HTML code from appearing as plain text.

⚠️ Deprecated Content: This documentation is accurate for Ultimate Member v2.11.1.Older articles have been moved to a Deprecated category and may no longer be relevant due to recent updates in the plugin. They remain available strictly for historical reference. If you are looking for documentation regarding versions prior to 2.8.3, please be aware that the information may be outdated: View old Emails Tab Documentation (Pre-2.8.3)