Invite email settings
Configure institution-wide default invitation language, subject, message body, and intro video — with optional per-role overrides.
When you invite someone to your institution, Fuxam sends an email containing a unique activation link. Invite email settings let you customize that email to match your organization’s tone, language, and onboarding content — so the first touchpoint reflects your university’s identity rather than a generic system message.
These settings define institution-wide defaults. Every invitation uses them unless a role-specific override replaces individual fields. The activation link itself is always included; you control the surrounding message, language, and optional welcome video.
Why it matters
The invitation email is often a new student’s or staff member’s first interaction with your institution in Fuxam. A clear subject line, welcoming body text, and a short orientation video reduce support tickets, speed up account activation, and set expectations before the first login.
Centralizing defaults here also keeps messaging consistent across intake channels — whether someone is invited from Create a user, a bulk Invite action, or Resend an invite. Registry staff do not need to retype the same welcome text for every cohort.
How it fits
Invitation content flows from settings to the recipient through a layered model:
| Layer | Where configured | What it controls |
|---|---|---|
| Institution defaults | Settings → Invites (this page) | Language, subject, body text, intro video |
| Role overrides | Settings → Roles & Permissions per role | Replaces any default field when set |
| Per-send options | Invite dialog or Add User form | Invite Validity and Role at send time |
Open invite settings
From your dashboard, open Settings.
In the Settings sidebar, select Invites under the Management section.
The Invites Settings page lets you configure defaults used for all future invitation emails.
Invites language
Set Invites Language to choose the language in which invitation emails are sent. Pick from the languages your institution supports.
This language is also used when generating the email preview on the same page.
Email subject and message
Configure the content recipients see:
- Email Subject — the subject line of the invitation email. A placeholder suggests the default Fuxam subject including your institution name.
- Invites Text — the personal welcome message in the body of the email. Use this to introduce your institution or explain first steps.
Select Show Preview to render a live preview of the email with your current subject and text. Select Hide Preview to collapse it.
What to include in Invites Text
Consider covering these points in your welcome message:
- A brief welcome and who the email is from (registry, IT, faculty office).
- What the recipient should do — click the activation link and set a password.
- Where to get help if the link expires or the email is missing.
- Optional next steps after activation (complete profile, download Fuxam Mobile, check the calendar).
Keep the message concise. The activation link and any intro video carry the user into the product; the text frames the experience.
Intro video
Optionally add an Intro video for new users:
- Paste a video URL, or
- Upload a video file directly.
When configured, the video link appears in invitation emails so recipients can get oriented before their first login.
A short screen recording or welcome message from student services often works well for student intakes. Staff invitations may need only text — use role-specific overrides to differentiate.
Save changes
After editing language, subject, text, or video, save your institution settings. The updated template applies to future invitation emails. Users who already received an invite are not affected.
Use Show Preview before saving if you want to verify the final layout.
Role-specific overrides
Institution defaults serve as fallbacks. Individual roles can override:
- Invite language
- Email subject
- Invite text
- Intro video
Configure these on each role under Settings → Roles & Permissions → select a role → onboarding or invite settings for that role. When a role-specific value is set, it replaces the default for users invited with that role. When not set, the institution defaults on this page apply.
See Roles & permissions for the full access-control context around roles.
| Scenario | Recommended approach |
|---|---|
| Students get a welcome video; staff get text only | Set the video in institution defaults; clear it on the Staff role override, or set a staff-specific message on that role |
| German-speaking applicants; English-speaking faculty | Set institution default to your primary language; override language on the Faculty role |
| Different subject lines per intake type | Use role-specific Email Subject overrides tied to roles assigned at invite time |
Default invite validity
The number of days an invitation link stays valid is not set on this settings page. You choose Invite Validity each time you send an invite — when creating a user with Send invite, from the bulk Invite action, or from a user’s Mailing tab. The recommended default in the selector is 7 days.
Available validity options when sending: 1, 3, 5, 7 (recommended), 14, 30, and 90 days.
Best practices
- Preview before saving. Use Show Preview after substantive text changes, especially when institution branding or legal disclaimers are involved.
- Coordinate with role design. If students and staff need different onboarding, configure role overrides rather than sending everyone the same generic message.
- Set validity at send time thoughtfully. Seven days suits most intakes; use longer windows (30 or 90 days) only when recipients reliably delay activation — for example, pre-provisioned accounts before term start.
- Keep a support path in the message. Mention who to contact if the link expires — this reduces duplicate account creation.
- Update after rebranding. When your institution changes name or visual identity, update subject and text here before the next intake wave.
Common pitfalls
| Pitfall | What happens | How to avoid |
|---|---|---|
| Expecting validity on this page | Link expiry cannot be set globally | Choose Invite Validity at each send action |
| Changed defaults but old email received | Already-sent invites use the previous template | Resend after saving new defaults |
| Wrong language for some users | Institution default applies to all roles without overrides | Set role-specific language overrides |
| Video not appearing | No URL uploaded or role override cleared the video | Verify Intro video is saved and role overrides are intentional |
| Pending filter misses old invites | Table filter behavior differs from link validity | Check Mailing tab invite history for exact expiry |
FAQ
Do changes affect invites already sent?
No. Saved defaults apply to future invitation emails only. Resend invites to deliver updated content to users who have not yet activated.
Where do I set how long the link is valid?
Invite Validity is chosen each time you send an invite — in the Add User form, bulk Invite toolbar, or Mailing tab. It is not configured on the Invites Settings page.
Can different roles get different invitation emails?
Yes. Configure language, subject, text, and intro video overrides per role under Settings → Roles & Permissions. Unset fields fall back to institution defaults on this page.
Is the activation link always included?
Yes. Regardless of your custom text, every invitation email includes a unique activation link for the recipient.
Related pages
Create a user
Send an invite during user creation with Send invite and Invite Validity.
Resend an invite
Send, resend, or cancel invitations from the Users table or Mailing tab.
Roles and permissions
Role-specific invite overrides and who may send invites.
Bulk actions
Invite multiple users at once from the Users table.
View a user
Mailing tab invite history and delivery status for individual users.