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Email Communications: Default Setup & Recommendations

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Micall Searles
Micall Searles
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Contents

Overview

This guide shows Program Admins which email communications in an award cycle are set up by default, which ones need to be added manually, and our best practice recommendations for customizing your setup.

To learn how email communications work, see ➡️ Email Communications Overview.

Key Terms

Here are a few terms you’ll see throughout this article. 

Term What It Means
Trigger The action that causes an email to send. (For example, when an applicant submits their application, that's the trigger, and it automatically sends the confirmation email). 

📌For full details on any email trigger condition, including recipients, template names, and timing options, see the guides linked in each section of the table below.
Template The email content that gets sent, including the subject line and message. 
Email Templates Where all your email templates are stored. You can create new ones, edit drafts, and delete ones you no longer need. Access via Cycle Settings > Communications > Email Templates.

➡️For more help, see How to Manage Your Email Communications Templates.
Setup 

Where you control which emails actually get sent in your cycle. If an email is not here by default, it won't go out and must be added. Access via Cycle Settings > Communications > Setup.

➡️For more help, see How to Manage Your Email Communications Setup.

Default Setup and Recommendations by Email Trigger

Table Key

Use this table as a quick reference to see which emails are set up by default in a cycle and what we recommend adding or removing. All of the emails below are managed in Cycle Settings > Communications > Setup.

  • Set Up By Default? – Shows whether the email is automatically included in a cycle’s setup.
    • ✅ Yes: The email is already set up and will send automatically.
    • ❌ No: You must add the email yourself in Communications > Setup.
       
  • Recommendation: What we suggest adding, removing, or adjusting based on common setups. 
    • Note: Some recommendations mention specific timing options. Here's what those mean:
      • Immediate:  Sends as soon as the trigger happens. All the default emails use “Immediate” timing. 
      • Schedule > Before: Sends X  number of days before the trigger happens.
      • Schedule > After: Sends X number of days after the trigger happens.
Email Trigger Set Up By Default? Recommendations

INTAKE — APPLICANT EMAILS

📌 For full Intake email details, see ➡️ Intake Email Triggers

Application Edited

 ✅ Yes  

Application Submitted

 ✅ Yes ➕ For Rolling Cycles: Add an Immediate email to notify Program Owners/Managers of new submissions. 

Deadline

 ✅ Yes ➕Add a Scheduled > Before email to notify applicants 7 days before the application deadline.

Disqualify

 ✅ Yes  

Late Submission Approval

 ✅ Yes  

Next Round Open

 ✅ Yes ⛔Remove if your award cycle only has 1 Intake Round. 

Revision Requested

 ✅ Yes  

Update Application

 ✅ Yes  

INTAKE — RECOMMENDER EMAILS

📌 For full Intake email details, see ➡️ Intake Email Triggers

Recommendation Reminder

 ✅ Yes ⛔ Remove if you don't require third-party submissions (e.g., recommendations, letters of support, attestations, etc.).

Recommendation Request

 ✅ Yes

Recommendation Submitted

 ✅ Yes
 

REVIEW — APPLICANT EMAILS

📌 For full Review email details, see ➡️ Review Email Triggers

Applicant Denied

 ❌ No — add manually ➕ For deadline-based cycles: Add an Immediate email so applicants not selected to move to the next round (if you have more than one intake or review round), waitlisted applicants, and applicants who did not accept their award automatically receive a declined message when the award cycle closes. 

Applicant Disqualification Reversed

 ✅ Yes  

Applicant Disqualified

 ❌ No — add manually ➕ Add an Immediate email to notify applicants if they’re disqualified during review.

Application Edited

 ✅ Yes  

REVIEW — REVIEWER EMAILS

📌 For full Review email details, see ➡️ Intake Email Triggers

Deadline

 ❌ No — add manually ➕ Add a Scheduled > Before email to notify reviewers before the Review Round deadline (e.g., 7 days before).

Review Round Started

 ✅ Yes   
 

AWARD EMAILS

📌 For full Award email details, see ➡️ Award Email Triggers

Accepted

 ❌ No — add manually  

Declined 

 ✅ Yes — to Program Admins only  

Notify

 ✅ Yes   

Reawarded

 ✅ Yes   

Reversed

 ✅ Yes   

Selected

 ❌ No — add manually ➕ Add an Immediate email to notify applicants who are selected for an award, but the award has not yet been officially assigned by a program admin.

💡Tip: The Selected email may be especially useful in cycles where there is a long period between selection and funding approval.

Waitlisted

 ❌ No — add manually ➕ Add an Immediate email to notify applicants when they’re put on the waitlist.
 

POST-AWARD — PROGRESS REPORT EMAILS

📌 For full Post-Award email details, see ➡️ Post Award Email Triggers

Learn more about reports ➡️ Create New Post Award Report Form

Report Approved

 ✅ Yes ⛔ Remove if you don't require progress reports.

Report Assigned

 ✅ Yes

Report Rejected

 ✅ Yes

Report Reminder

 ❌ No — add manually

Report Revision Requested

 ✅ Yes

Report Submitted

 ❌ No — add manually

POST-AWARD — AMENDMENT EMAILS

📌 For full Post-Award email details, see ➡️ Post Award Email Triggers

Learn more about amendments: ➡️ Initiating General Amendments to Award Agreements + Managing Awardee-Initiated Amendment Requests

Amendment Accepted

 ✅ Yes — to Program Admins only ⛔ Remove any you don't plan to use. You can always add them back later.

Amendment Clarification Submitted

 ✅ Yes

Amendment Declined

 ✅ Yes — to Program Admins only

Amendment Denied

 ✅ Yes

Amendment Need Clarification

 ✅ Yes

Amendment Proposed

 ✅ Yes

Amendment Resubmitted

 ✅ Yes — to Program Admins only

Amendment Revision Requested

 ✅ Yes — to Program Admins only

Amendment Submitted

 ✅ Yes
 

ELIGIBILITY EMAILS

Make Applicant Eligible 

Learn more about eligibility overrides  ➡️Changing an Applicant to "Eligible" (Eligibility Override)

✅ Yes  

 







 

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