There are many different emails that are sent from Together for various reasons. The majority of these emails are sent to the many users in your mentorship program, while others are sent only to program admins.
Emails sent from Together can be categorized into 6 main areas:
To access the emails relevant to your program and those outlined in this article, first sign into Together and head over to your program from your home page. Once inside your program, you can click on the Emails section along the left-hand side:
Once you're on the Emails page, you can select which category of emails you would like to view by clicking the drop-down menu at the upper right-hand side of the page:
Each category has a number of different emails associated with it, and depending on the type of program your organization is running, some may or may not be applicable to you. Here we will dive into each of these 6 categories, display what the default version of the email contains, and what triggers each of these emails to be sent from the platform.
Note: you may hover over each email title to see a short description of when each email is sent, for example:
1. Registration Emails
- Registration Invitation (Mentors/Mentees): this email is triggered by admins and can be sent out through the use of our bulk invitation feature or by pasting individual emails into the registration invite box. Check out our article here on how to invite users to register.
- Note: if you send your registration invitation by pasting individual emails into the registration box and have not added those users to the Users section yet, those invites will be considered "anonymous" addresses. For anonymous email addresses, the platform cannot send the Register Invite Follow-Up or the Finish Registration Reminder to them.
- Registration Invite Follow Up (Mentors/Mentees): this email is sent twice - 2 business days and 20 business days after the registration invitation email has been sent.
- Note: this email is only sent if the user has not registered yet and registration is still ON at the 20-day mark.
- Finish Registration Reminder (Mentors/Mentees): this email is sent 1 business day after a user logs into their account.
- Note: this email is only sent if the user has not registered yet.
- Welcome to the Program (Mentors/Mentees): this email is sent to users once they have completed registration for a program.
- Personalized User Invite (Mentors/Mentees): these emails are triggered by users if your organization has the Allow users to invite other users to the platform feature enabled under your organization settings:
2. Matching Process Emails
- Submit Your Mentor Preferences (Mentees only): this email is sent manually by admins and is the invitation for users to begin matching. The email can also be sent when you need to repair a user and when a user registers later to a program when matching is already on.
- Note: this email does not appear in Admin-led matching programs.
- Submit Your Mentor Preferences Reminder (Mentees only): this email is sent 1 business day after the Submit Your Mentor Preferences email and only if a user has not been matched yet or requested a matching.
- Note: this email does not appear in Admin-led matching programs.
- Choose Your Mentee (Mentors): this email is sent to mentors when a mentor registers for a program where mentors are able to request mentees. See our article on Reverse Mentorship for more information on this feature.
- Choose your Mentee Reminder (Mentors): this email is sent to mentors 1 day after they register for a program where mentors are able to request mentees.
- Approve Match Request (Mentors/Mentees): this email is sent to both mentors and mentees when they have been requested for a matching by another user.
- Note: this email only appears in programs using the Mentor Approval matching process.
- Reminder to Approve Match Request (Mentors/Mentees): this email is sent to both mentors and mentees 1 business day after the Approve Matching Request email has been sent only if the recipient has not approved or declined the request yet.
- Reminder to Match with a Peer (Peers): this email is sent 1 week after a user registers for a peer-mentorship-enabled program, but they have not yet made any matching requests (to a mentee, mentor, or fellow peer).
- Approve Your Peer Request (Peers): this email is sent to users when they have been requested for a peer-to-peer matching.
- Reminder to Approve Your Peer Request (Peers): this email is sent out 1 business day after the Approve Your Peer Request email if the recipient has not approved/declined the peer request yet.
- Approve your new matches (Automatching): this email is sent to users once the matching is turned on and the system-generated match recommendations have been sent. This email is only sent in Evergreen programs with the 'Auto-match' setting enabled under Matching Settings.
- Reminder to approve your new matches (Automatching): this email is sent to users as a reminder if they have not approved their system-generated matches within a period of time. This email is only sent in Evergreen programs with the 'Auto-match' setting enabled under Matching Settings
- New Match Started (Mentors/Mentees): this email is sent to users once the matching has been approved/started.
- New Mentor Requested (Admins): this email is sent to admins when a user requests to be repaired.
- Note: this email only exists in Cohort programs.
- Match Change (Mentors): this email is sent to mentors when a matching has been ended through a repairing request.
- Note: this email only exists in Cohort programs.
- Match Change (Mentees): this email is sent to mentees when a matching has been ended through a re-matching request.
- Note: this email only exists in Cohort programs.
- Match Ended (Mentor & Mentee variations): this email is sent once a matching has come to an end/stopped. A different version of this email is sent to both mentors and mentees:
- Match Extended (Mentors/Mentees): this email is sent after the last session is completed and if either user adds additional sessions.
- No Capacity (Mentors only): this email is sent to mentors two weeks after they reach their mentee capacity.
- Note: this is only sent out to mentors in Evergreen programs if the mentor is still at capacity.
- Mentorship Digest (Mentors/Mentees): this email is sent to any user in an Evergreen program on the cadence they have set under their profile. The default schedule for this email is set to weekly and it is sent only once per schedule, even if a user is registered to multiple Evergreen programs.
- Participation Snoozed (Mentors): this email is sent to mentors if they have been inactive for over 60 days. This email is sent to mentors in Evergreen programs with the 'Availability over time' setting enabled in the Matching Settings.
- Participation Restrated (Mentors): this email is sent to mentors once their participation pause period has ended and they are once again active on the platform. This email is sent to mentors in Evergreen programs with the 'Availability over time' setting enabled in the Matching Settings.
3. Survey Emails
- Survey Notification (Mentors/Mentees/Peers): this email is sent for custom-made surveys at the time period indicated by the admin (i.e. after a certain date, or after a specified matching length).
4. Session Emails
- Upcoming Session (Mentors/Mentees): this email is sent approximately 1 day before a scheduled session starts or is triggered when the previous session is marked as complete in Together. To view the version of this email for each upcoming session, click on the title of the session under the Subject of the email.
- Session Past Due (Mentors/Mentees): this email is sent when no session has been scheduled or marked as complete after the Session Frequency value for the program has elapsed since the matching's last session.
- Note: Session frequency can be controlled from your Program Settings page.
- Session Follow-up (Mentors/Mentees): this email is sent approximately 30 minutes after the scheduled end time of a session and only if the session does not have feedback from the user yet.
- Reminder to Schedule Session (Mentors/Mentees): this email is sent halfway between the time the last session was completed and the expected time the next session should occur based on the session frequency value in your program settings.
- For example, for the first session, this is sent halfway between when matching started and the next expected session based on your designated session frequency (i.e. 1 week in the case of the below screenshot).
- Note: for Group programs specifically, this email is not sent for Session 1, and instead is combined into the Group Announcement email.
- Add More Sessions (Mentors/Mentees): this email is sent after the last session if neither user has completed feedback for the last session.
- Mentorship Match Fit (Mentors/Mentees): this email is sent after the first session of the matching.
Session Emails not Listed in Program Emails section:
- Session Notes (Mentors/Mentees): this email is sent when a mentor or mentee leaves a note under a session.
- Session Agenda Updated (Mentors/Mentees): this email is sent when the shared session agenda is updated by a user.
5. Admin Emails
- Admin Invitation (Admins only): this email is sent when an admin is added to the platform.
- IT Admin Invitation (Admins only): this email is sent when an IT admin is invited to the platform from your Integrations page.
- For more information on inviting an IT Admin, check out our article here: How to Invite an IT Admin
- Admin Daily Digest (Admins only): this email is sent daily to admins.
- Admin Weekly Digest (Admins only): this email is sent weekly to admins.
- Admin Support Request: this email is sent when one of your users requests support with your program.
- Note: you must have a program support contact entered for your organization and/or program to receive these. For more information on how to complete this, please follow the steps outlined in this article: Adding Program Support Contacts
6. System Emails
- Password Reset: this email is sent when a user requests a password reset.
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