Email Settings

Updated 22 Oct 2026 by Carolina Martin

Plan requirement: Email settings are portal settings, available on Pro and above. Compare plans.

On an earlier plan? Plan names and inclusions changed when we moved to Free, Creator, Pro, Pro + LMS and Enterprise. If you are on an earlier plan, your subscription continues unchanged and you keep everything it included — so you may still see features this article lists under a higher plan. Nothing has been removed from your account.

The Email tab is where Super Admins customise the automatic emails Coursebox sends to users — invitations, course enrolments and registration confirmations — and choose the mail server they are sent from. System emails are sent in your portal's main language, whatever language each user has chosen.

Open Email settings

In the top navigation bar, click the dropdown (▼) next to your profile icon and select Settings.

In the left-hand menu, click Email.

Customise email templates

Under Customise Emails, click the template you want to change: Invitation to register, Course Invitations or Confirm registration.

Each template opens in an editor. Change the email subject and the highlighted text, then click Save — or Cancel to close without saving. The rest of the email, including the logo and footer, is filled in automatically. The logo comes from your portal theme — see Platform Theme.

Invitation to register

Sent when you invite a new user to your portal. Edit the Email title (subject) and add your own text in the custom message box. Click the Preview tab at the top of the editor to see how the email will look.

You can also customise this email when inviting someone to a course: open the course and click Share (top right), then the envelope icon (Customize email template).

Share course window with the Share button and the Customize email template envelope icon highlighted

Course Invitations

Sent when a user is enrolled in a course. It uses the same editor as Invitation to register — edit the subject and add a custom message — and the email names the course with %CourseName%.

Confirm registration

Sent after a user confirms their registration. Edit the subject and the getting-started tips in the text box.

Dynamic values

You can use these values in the subject and text of any template. Coursebox replaces them with the real details when the email is sent:

%CourseName% — the name of the course
%PortalName% — the name of your portal
%AdminName% — the name of the admin

For example, the subject You have been invited to %CourseName% arrives as “You have been invited to Workplace Safety Basics”. Type each value exactly as shown, including the percent signs and capital letters.

SMTP settings

By default, Coursebox sends all portal emails from its own mail server. To send them from your own domain and mail server, tick Use custom SMTP server under SMTP Settings. Leave it unticked to keep using the Coursebox mail server.

Then fill in your mail server details:

SMTP server fields Host, Port, From email, Username, Password and Use TLS/SSL, with Test and Save highlighted

Host — your mail server address, for example smtp.example.com
Port — the port your mail server uses (defaults to 587)
From email — the address emails are sent from, for example noreply@example.com
Username and Password — your SMTP account details
Use TLS/SSL — tick this if your mail server needs an encrypted connection

Click Test to send a test email with these details. Once the test succeeds, click Save.

If the test fails, emails will not be delivered. Check with your IT team that the host, port and credentials are correct, and that your mail server allows sending from the From email address.