> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/organisation/organisation-emails.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

`Communicate > Email templates` lists the emails Backed sends on your organisation's behalf. The
`Emails` tab under `Settings > Profile and terms` opens the same page.

## Weekly digest

The `Send the weekly digest` switch sits at the top of the page, under `Weekly digest`. Turn it on
and every Monday at 08:00 in your organisation's time zone each administrator is emailed a summary
of the previous week's activity. It is off until you turn it on, and the change is saved as soon as
you flip it. Each administrator can stop it for themselves under `Email Preferences`; the others
still get it.

## The email list

Emails are grouped by who receives them (`Administrator emails`, `Applicant emails`,
`Assessor emails`, `Verifier emails`) and then by area, such as `Registrations`, `Grant`,
`Application`, `Assessments`, `Decisions`, `Contracts` and `Milestones`. These headings use your
organisation's own term if you've renamed it.

When Funds is turned on for your organisation, `Administrator emails` > `Payments` holds
`Grant recommendation submitted`, sent to administrators who can access payments when a donor
recommends a grant; each of them can stop it for themselves under `Email Preferences`.
`Verifier emails` > `Payments` holds `Donor report published`, which tells a Fund's donors that a
new report is ready; it has no `Email Preferences` setting.

Each email has an `On`/`Off` switch. Switch one off and it stops being sent from the next time it
would go; any in-app notification for the same event still appears. An email you have edited is
marked `Customised`.

## Edit an email

1. Go to `Communicate > Email templates`.
2. Select `Edit` on the email.
3. Change the `Subject` and `Body`. A term in square brackets becomes your organisation's own word
   for it when the email is sent. Headings, lists, quotes and links are kept; images, tables and
   colours are not.
4. Select `Save`. You see `Saved. The next … email uses it.`

The page says whether the email `uses the default subject and body` or `uses your own subject and
body`. To go back to the defaults, select `Restore defaults` and confirm. Whether the email is on or
off stays as it is.

## Preview an email

Select `Preview Email` on the list, or `Preview` in the editor. You can choose an application whose
details fill in the email; without one, only your organisation's details are filled in. Nothing is
sent and nothing is saved, and a preview of unsaved changes says so.

## Translate emails

When your organisation has turned on a language beside English under `Settings > Profile and terms`,
the email editor has a tab for every language. `English (Australia)` is the editor above; the
language tab shows the English subject and body on the left and the translation on the right.
Type the translations and select `Save translations`. A recipient who chose that language gets the
translation; everyone else, and any part left blank, gets the English.

A term in double square brackets, such as `[[applicant_name]]`, is a merge field. Keep every merge
field the English has, each as many times; the editor warns you before you save if one is missing
or extra, and a translation that differs is not saved.

To translate every email at once, select `Export translations` at the top of `Communicate > Email
templates`, choose the language and a format (CSV for a spreadsheet, XLIFF for a translation tool)
and select `Download`. Send the file to your translator. When it comes back, select `Import
translations`, choose the file and select `Import`. The summary says how many rows were applied and
lists each rejected row by its number with the reason. Nothing in a rejected row is applied.

These controls appear only when a language beside English is turned on.

## Undelivered messages

`Undelivered messages` names who is told when a message cannot be delivered. They get one email
naming the address, the message and the reason, at most once a day for each address. Choose an
administrator and select `Save`.

## See also

- [Reminders](../communications/reminders.md)
- [Email logs](../communications/email-logs.md)