Tribal Habits sends a variety of email notifications to your users - from invitation emails to enrolment and reminder emails.
Let's review how these emails are sent and the settings you need to manage.
What are the From and Reply email addresses used for notifications from our Tribal Habits portal?
Emails from your Tribal Habits portal are sent on your behalf using a Tribal Habits email address. Most users, however, won't realise this is the case and emails will 'appear' to come from your organisation.
From Address - The 'From' address for emails is set to '[Primary Admin Name]', <[email protected]>'. For example, if the Primary Admin Name was Fred Smith at acme.tribalhabits.com, then emails from your portal will be sent from 'Fred Smith <[email protected]>'. In most user's inboxes, they will just see 'Fred Smith' as the sender.
Reply Address. If a user replies to an email from our platform, the reply will be sent to your Primary Admin Email. For example, if the Primary Admin was Fred Smith, [email protected], then anyone who replies to an email notification from your platform will reply to that email address. This means you will receive any replies to system emails.
Setting the Primary Admin
Setting your Primary Admin Name and Email Address is important as these details will be visible to users and the email address is where any replies to emails from your portal will be received. It's also the email address where learner support requests are received.
Your Primary Admin Name and Email Address can be managed at Account → Subscription in the Admin area of your portal (under Primary Admin).
The required settings are:
Name - This name will be used on the From email address, but also as the 'signature' in several emails. For many organisations, they use a team-based name rather than an individual - e.g. ACME Training or ACME Human Resources.
NOTE: The Primary Admin Name must not include special characters like &, #, comma (,), ; or :.
Email - This email will be the 'reply to' email address. Ideally, it should be a real email (or email alias) that could receive any replies from your users. For many organisations, they use a team-based email that several people can access and monitor - e.g. [email protected] or [email protected].
Improving deliverability
Tribal Habits checks emails against several popular spam filter services to ensure they are unlikely to be classed as spam or junk.
Our emails are also sent from a dedicated IP address using a Tier 1 email distribution provider to avoid blacklisting.
If your emails are largely sent to internal users at your organisation and you want to take further steps to ensure emails are not caught by any internal spam filters or you are finding your users are not receiving invitation emails, you can:
Whitelist emails from [email protected]
Whitelist emails from [email protected]
Whitelist emails from [yoursubdomain]@tribalhabits.com
Note: This is the 'From' email address, referenced in the 'From and Reply Email' section of this article above, that will be used for notifications from your portal. This email cannot be changed at this time. When a user replies to this emails from this address your Primary Admin Email set as outlined above, will receive the reply emails.
Whitelist emails from our dedicated IP address (contact Support for this information).
Disabling notifications for users
There are two options to disable notifications for users.
Disable notifications at a user level
Admins can disable notifications for individual users (or all users) at a user level.
This can be done by navigating to the user's profile page in Admin and editing the Notifications panel. To disable notifications for a user, change the 'Enabled' setting from 'Yes' to 'No'. Admins can also change this setting in bulk via the Import CSV function.
Note that this option will not disable some system notifications. Users will still receive certain emails such as system invitation emails and password reset emails. This option will disable notifications related to training - enrolments, reminders, completion emails and so on.
If you have disabled notifications for a user and wish to reinstate them, navigate to the user's profile page in Admin and change the 'Enabled' setting from 'No' to 'Yes' in the Notifications panel (or conduct a new Import CSV for bulk changes).
Disable notifications at a platform level
Super Admins can also disable notifications at a platform level. This disables ALL notifications (including system notifications) for all users.
This setting can be changed by Super Admins only in the Admin/Accounts/Subscription page, by disabling the Email Notifications panel.
Disabling email notifications at an organisation level should only be done temporarily and with caution. This typically only occurs during platform testing or set up (perhaps when migrating enrolment data into your platform at set up). A warning will show in the Admin area when email notifications are disabled this way to remind admins to re-enable this setting when ready).
