--- title: Email Notifications Received By Users description: Different emails your users can expect to receive --- [Skip to content](https://help.ideascale.com/email-notifications-received-by-users#main-content) English Show submenu for translations [![IdeaScale](https://help.ideascale.com/hs-fs/hubfs/ideascale-logo.png?width=223&height=31&name=ideascale-logo.png)](https://help.ideascale.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Go to ideascale.com](https://ideascale.com/) [Go to ideascale.com](https://ideascale.com/) Hi!👋 How can we help you today? - There are no suggestions because the search field is empty. 1. [IdeaScale Support Center](https://help.ideascale.com/?hsLang=en) 2. [New User Guides](https://help.ideascale.com/new-user-guides?hsLang=en) 3. [Notifications](https://help.ideascale.com/new-user-guides?hsLang=en#notifications) # Email Notifications Received By Users ## Different emails your users can expect to receive | What are Email Notifications Received By Users? | | --- | | Email Notifications Received By Users are the automated messages IdeaScale sends to community members — some generated automatically by the system or triggered by an Administrator or Moderator action, and others that members can individually enable or disable. | System or admin-generated notifications are sent automatically for account access, security, and administrative communication, and members have no control over whether they're received. User-controlled notifications cover idea activity, community digests, and campaign updates, and can each be enabled or disabled from Notification Settings. --- ### Role Permissions 1. **Workspace Administrator:** Can manually trigger Password Recovery and Two-Factor Authentication Reset emails for members from Member Management, and configures the account lock and inactivity thresholds that generate automatic security emails. 2. **Community/Campaign Moderator:** Can send Stage Task Reminder, Contact Author, and Contact Owner emails to idea participants from Idea Management, and can message idea submitters directly using Email Author. 3. **Member:** Receives all system-generated notifications automatically and can enable or disable each user-controlled notification from Notification Settings. --- **TABLE OF CONTENTS** [System or Admin-Generated Email Notifications](https://help.ideascale.com/email-notifications-received-by-users#system-generated) [User-Controlled Email Notifications](https://help.ideascale.com/email-notifications-received-by-users#user-controlled) [Frequently Asked Questions](https://help.ideascale.com/email-notifications-received-by-users#faq) --- ### System Or Admin-Generated Email Notifications These notifications are sent automatically or triggered by an Administrator or Moderator. Members cannot disable them. #### Registration & Membership Verification 1. **New Member Signup Verification (Member Approval Off) - *System Generated*:** When a person registers in a workspace where member approval is off, they receive an email verification. Selecting **Verify my email** lets the member enter the verification code and set a password to log into the new IdeaScale account. ![Screenshot 2025-07-31 at 7-44-46 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%207-44-46%E2%80%AFAM-png.png?width=670&height=371&name=Screenshot%202025-07-31%20at%207-44-46%E2%80%AFAM-png.png) 2. **Membership Approved Verification (Member Approval On) - *System Generated*:** When a person registers in a workspace where member approval is on, they receive an email verification. Selecting **Verify my email** lets the member enter the verification code and set a password to log into the new IdeaScale account.![Screenshot 2024-11-13 at 2-14-53 PM-png-2 copy](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202024-11-13%20at%202-14-53%20PM-png-2%20copy.jpg?width=670&height=411&name=Screenshot%202024-11-13%20at%202-14-53%20PM-png-2%20copy.jpg) 3. **Workspace Registration With Existing Email Address - *System Generated*:** When a person tries registering for a workspace using an email address already associated with a workspace membership, this email is sent instead of a new registration confirmation.![Screenshot 2025-08-01 at 9-04-41 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-08-01%20at%209-04-41%E2%80%AFAM-png.png?width=670&height=312&name=Screenshot%202025-08-01%20at%209-04-41%E2%80%AFAM-png.png) 4. **Community Invitation - *System Generated*:** When a person already registered with the Workspace is invited to join a community within it, they receive an email to verify their email and join the community.![invitation email copy](https://help.ideascale.com/hs-fs/hubfs/invitation%20email%20copy.jpg?width=670&height=424&name=invitation%20email%20copy.jpg) 5. **Invited Member - *System Generated*:** When a workspace member invites a non-workspace email address to join the workspace, the invited address receives this email.![invited member copy](https://help.ideascale.com/hs-fs/hubfs/invited%20member%20copy.jpg?width=670&height=383&name=invited%20member%20copy.jpg) 6. **Email Claim Verification - *System Generated*:** When a community member adds an existing email address to their profile, the address being claimed receives an email claim verification code to complete the claim process.![Screenshot 2025-07-31 at 11-31-33 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%2011-31-33%E2%80%AFAM-png.png?width=670&height=404&name=Screenshot%202025-07-31%20at%2011-31-33%E2%80%AFAM-png.png) 7. **Self-Removal - *System Generated*:** When a member leaves a Workspace, effectively deleting their own membership, they receive an email confirmation of the removal.**![Screenshot 2025-07-04 at 8-07-21 AM-png copy](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-04%20at%208-07-21%20AM-png%20copy.jpg?width=670&height=365&name=Screenshot%202025-07-04%20at%208-07-21%20AM-png%20copy.jpg)** --- #### Account Security & Access 1. **Password Reset Without Registration - *System Generated*:** When a person tries to reset a password without holding a membership or account with the workspace, they receive this email. ![Screenshot 2025-08-01 at 9-10-46 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-08-01%20at%209-10-46%E2%80%AFAM-png.png?width=670&height=356&name=Screenshot%202025-08-01%20at%209-10-46%E2%80%AFAM-png.png) 2. **Membership Deactivated - *System Generated*:** When a banned member tries to use the **Forgot password** link, this email is sent instead of a password reset link.  **![Screenshot 2025-07-29 at 12-24-17 PM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-29%20at%2012-24-17%E2%80%AFPM-png.png?width=670&height=313&name=Screenshot%202025-07-29%20at%2012-24-17%E2%80%AFPM-png.png)** 3. **Two-Factor Authentication (Member-Initiated) - *System Generated*:** When Two-Factor Authentication is enabled by the Administrator, members receive an email with a One-Time Password (OTP) for login verification after entering their email and password. ![Screenshot 2025-07-31 at 10-09-32 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%2010-09-32%E2%80%AFAM-png.png?width=670&height=224&name=Screenshot%202025-07-31%20at%2010-09-32%E2%80%AFAM-png.png) 4. **Two-Factor Authentication Reset (Admin-Initiated) - *Workspace Admin Generated*:** The Workspace Administrator can send a Two-Factor Authentication reset email to members experiencing issues, from **Member Management >> Actions >> Send Two Factor Auth Reset**. ![admin 2fa copy](https://help.ideascale.com/hs-fs/hubfs/admin%202fa%20copy.jpg?width=670&height=384&name=admin%202fa%20copy.jpg) 5. **Password Recovery (Member-Initiated) - *System Generated*:** Selecting the Forgot Password link on the Login page sends the member a Password Recovery email containing a link to reset the password. Selecting the link opens a password reset window.![password request copy](https://help.ideascale.com/hs-fs/hubfs/password%20request%20copy.jpg?width=670&height=370&name=password%20request%20copy.jpg) 6. **Password Recovery (Admin-Initiated) - *Workspace Admin Generated*:** The Workspace Administrator can send a password recovery email to members having trouble with the Forgot Password link, from **Member Management >> Actions >> Send Password Reset**. **![Screenshot 2025-07-31 at 9-45-14 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%209-45-14%E2%80%AFAM-png.png?width=670&height=380&name=Screenshot%202025-07-31%20at%209-45-14%E2%80%AFAM-png.png)** 7. **Account Locked For Inactivity - *System Generated*:** When the Workspace Administrator has set a limit on the number of days a member can remain inactive and that limit is reached, the member is locked out and receives an email to verify and reactivate the account. **![Screenshot 2025-07-31 at 11-17-54 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%2011-17-54%E2%80%AFAM-png.png?width=670&height=298&name=Screenshot%202025-07-31%20at%2011-17-54%E2%80%AFAM-png.png)** 8. **Account Locked For Wrong Password - *System Generated*:** When a member enters incorrect login credentials multiple times, the account is locked temporarily and this email is sent. ![Screenshot 2025-08-07 at 11-47-02 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-08-07%20at%2011-47-02%E2%80%AFAM-png.png?width=670&height=309&name=Screenshot%202025-08-07%20at%2011-47-02%E2%80%AFAM-png.png) 9. **Concurrent Login - *System Generated*:** When a member exceeds the concurrent login limit set by the Administrator — logging in from multiple browsers or locations at the same time — this email is sent. **![Screenshot 2025-08-01 at 10-01-58 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-08-01%20at%2010-01-58%E2%80%AFAM-png.png?width=670&height=350&name=Screenshot%202025-08-01%20at%2010-01-58%E2%80%AFAM-png.png)** **Note:** A member does not receive the Account Unlocked email (see User-Controlled Email Notifications below) if they unlock their own account by selecting the verify link within this email. --- Moderator & Admin Communication 1. **Email Author - *Admin or Moderator Generated*:** The Community Administrator or Moderator can send an email to an idea submitter using the Email Author feature. **![email author copy](https://help.ideascale.com/hs-fs/hubfs/email%20author%20copy.jpg?width=670&height=305&name=email%20author%20copy.jpg)** 2. **Stage Task Reminder - *Moderated Generated*:** If a member is added as a participant in a stage other than Ideate, Build Team, or Archive, they receive an email reminder for pending tasks. This reminder is sent by the Moderator from **Idea Management >> Moderate Idea (Hammer icon) >> Stage Task Reminder**. ![task reminder copy](https://help.ideascale.com/hs-fs/hubfs/task%20reminder%20copy.jpg?width=670&height=325&name=task%20reminder%20copy.jpg) 3. **Contact Author/Owner - *Moderator Generated*:** The Moderator can contact an idea's author or owner for any communication from **Idea Management >> Moderate Idea (Hammer icon) >> Contact Author/Contact Owner. ![contact author copy](https://help.ideascale.com/hs-fs/hubfs/contact%20author%20copy.jpg?width=670&height=451&name=contact%20author%20copy.jpg)** --- ### **User-Controlled Email Notifications** Members enable or disable these notifications individually from **Profile >> Settings >> Notification Settings**. #### Account & Role Notifications 1. **Role Change Email:** Sent when a member is updated or given special authority in the workspace or community — for example, assigned as a Workspace Administrator, Community/Campaign/Campaign Group Administrator, Community/Campaign/Custom Field/Group Moderator, or Custom Admin. ***Notification setting name: Role Change** ![role change email](https://help.ideascale.com/hs-fs/hubfs/role%20change%20email.webp?width=670&height=343&name=role%20change%20email.webp)* 2. **Quick Reminder (Account Lock Advance Notice):** If the Workspace Administrator has configured a specific number of days for advance notice, members receive a reminder email about an upcoming account lock due to inactivity. ***Notification setting name: Receive an email 'X' day in advance before getting locked* ** ![quick reminder copy](https://help.ideascale.com/hs-fs/hubfs/quick%20reminder%20copy.jpg?width=670&height=387&name=quick%20reminder%20copy.jpg) 3. **Account Unlocked:** Sent when a member is unlocked by the Administrator. ***Notification setting name: Receive an email when your account is unlocked*** **Note:** A member does not receive this email if they unlock their own account by selecting the verify link within the Account Locked email.  **![account unlocked copy](https://help.ideascale.com/hs-fs/hubfs/account%20unlocked%20copy.jpg?width=670&height=373&name=account%20unlocked%20copy.jpg)** --- #### Messaging & Direct Communication 1. **New Message:** Members can receive notifications for private messages from other members of the same workspace or community. ***Notification setting name: Private message emails ![Screenshot 2025-04-04 at 9-24-29 AM-png copy](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-04-04%20at%209-24-29%20AM-png%20copy.jpg?width=670&height=401&name=Screenshot%202025-04-04%20at%209-24-29%20AM-png%20copy.jpg)*** 2. **Group Message:** Members can receive an email when the API call `/email/group/{id}` is used, with the group ID determining which members receive it. The subject line can be customized. ***Notification setting name: Group message email*** **Note:** This notification is triggered only through the API — it does not apply to standard in-app group messaging. ***![group message copy](https://help.ideascale.com/hs-fs/hubfs/group%20message%20copy.jpg?width=670&height=377&name=group%20message%20copy.jpg)*** 3. **Broadcast:** Members can receive broadcast emails sent from the community. ***Notification setting name: Broadcast email ![broadcast email copy](https://help.ideascale.com/hs-fs/hubfs/broadcast%20email%20copy.jpg?width=670&height=232&name=broadcast%20email%20copy.jpg)*** --- #### Idea Progress & Status 1. **Stage Changed:** Sent when an idea changes stage. ***Notification setting name: Idea stage change ![stage change email copy](https://help.ideascale.com/hs-fs/hubfs/stage%20change%20email%20copy.jpg?width=670&height=297&name=stage%20change%20email%20copy.jpg)*** 2. **Thanks For Submitting An Idea:** Sent to the idea submitter thanking them for the submission. ***Notification setting name: Thank you email for Idea submission** **![thank you email copy](https://help.ideascale.com/hs-fs/hubfs/thank%20you%20email%20copy.jpg?width=670&height=378&name=thank%20you%20email%20copy.jpg)*** 3. **Owner Assigned:** Sent to let a community member know they've been assigned as an idea's owner. ***Notification setting name: Idea owner assigned** **![owner assigned email copy](https://help.ideascale.com/hs-fs/hubfs/owner%20assigned%20email%20copy.jpg?width=670&height=391&name=owner%20assigned%20email%20copy.jpg)*** 4. **Assessment Waiting:** Sent to a member with a pending assessment, when initiated by the Administrator from Stage settings. ***Notification setting name: Assessment Reminder emails** ![assessment reminder email copy](https://help.ideascale.com/hs-fs/hubfs/assessment%20reminder%20email%20copy.jpg?width=670&height=298&name=assessment%20reminder%20email%20copy.jpg)* 5. **Mark Abused:** Sent to a member when their idea is reported as a duplicate or as abuse. ***Notification setting name: Flag emails** **![Screenshot 2025-07-15 at 2-04-39 PM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-15%20at%202-04-39%E2%80%AFPM-png.png?width=670&height=383&name=Screenshot%202025-07-15%20at%202-04-39%E2%80%AFPM-png.png)*** 6. **Idea Inactivity Alert:** Sent to an idea's submitter and/or owner when the idea becomes inactive. ***Notification setting name: Idea inactivity emails* ** ![461](https://help.ideascale.com/hs-fs/hubfs/461.webp?width=670&height=422&name=461.webp) 7. **Draft Ideas:** Sent to a community member with ideas still in draft that haven't been published or submitted. ***Notification setting name: Idea draft reminder emails* ** ***![draft ideas email copy](https://help.ideascale.com/hs-fs/hubfs/draft%20ideas%20email%20copy.jpg?width=670&height=416&name=draft%20ideas%20email%20copy.jpg)*** 8. **Top 10 Trending:** Sent to a member when their idea reaches the top trending list. ***Notification setting name: When my idea is top trending* ** ***![trending email copy](https://help.ideascale.com/hs-fs/hubfs/trending%20email%20copy.jpg?width=670&height=369&name=trending%20email%20copy.jpg)*** 9. **Linked Ideas:** Sent to a member when their idea is linked with another idea. ***Notification setting name: Linked ideas email* ** ![idea linked email copy](https://help.ideascale.com/hs-fs/hubfs/idea%20linked%20email%20copy.jpg?width=670&height=284&name=idea%20linked%20email%20copy.jpg) --- #### Comments, Mentions & Team Assignments 1. **New Comment:** Sent to a member for every new comment posted on their idea. Whether this email is received also depends on the member's profile and community-level notification settings. ***Notification setting name: New comment email* ** ![comment email copy](https://help.ideascale.com/hs-fs/hubfs/comment%20email%20copy.jpg?width=670&height=522&name=comment%20email%20copy.jpg) 2. **Mention Email:** Sent when another member @mentions the recipient in an idea, comment, or refinement answer within the community. ***Notification setting name: Mention emails* ** ***![mention email copy](https://help.ideascale.com/hs-fs/hubfs/mention%20email%20copy.jpg?width=670&height=382&name=mention%20email%20copy.jpg)*** 3. **Idea Annotated:** Sent to the idea submitter when a comment is annotated on the idea. ***Notification setting name: Idea annotations emails* ** ***![Screenshot 2025-08-01 at 7-59-14 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-08-01%20at%207-59-14%E2%80%AFAM-png.png?width=670&height=283&name=Screenshot%202025-08-01%20at%207-59-14%E2%80%AFAM-png.png)*** 4. **When I Am Assigned As A Team Member:** Sent to a member when they're assigned as a team member on an idea. ***Notification setting name: When I am assigned as a team member* ** ***![Screenshot 2025-07-31 at 11-19-28 AM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%2011-19-28%E2%80%AFAM-png.png?width=670&height=323&name=Screenshot%202025-07-31%20at%2011-19-28%E2%80%AFAM-png.png)*** 5. **Idea Share:** Sent to a member when an idea is shared with them by email. ***Notification setting name: Ideas shared via email* ** ***![idea share email copy](https://help.ideascale.com/hs-fs/hubfs/idea%20share%20email%20copy.jpg?width=670&height=465&name=idea%20share%20email%20copy.jpg)*** --- #### Community & Campaign Digests 1. **New Ideas:** Sent for new ideas submitted in campaigns the member is following, in Daily digest, Weekly digest, or real-time format. Can be disabled. ***Notification setting name: New ideas** ![445](https://help.ideascale.com/hs-fs/hubfs/445.webp?width=670&height=571&name=445.webp)* 2. **This Week's Top Ideas:** An overview of currently trending ideas in the community, sent as a Weekly or Monthly digest. The monthly digest is sent on the first day of each month. Can be disabled. ***Notification setting name: Trending ideas* ** ![top ideas email copy](https://help.ideascale.com/hs-fs/hubfs/top%20ideas%20email%20copy.jpg?width=670&height=580&name=top%20ideas%20email%20copy.jpg) 3. **Community Tasks:** A reminder of outstanding tasks assigned to the member, sent as a Daily, Weekly, or Monthly digest. Can be disabled. ***Notification setting name: Community Tasks Digest Frequency* ** ***![community task-png-1](https://help.ideascale.com/hs-fs/hubfs/community%20task-png-1.png?width=670&height=717&name=community%20task-png-1.png)*** 4. **Moderator's Weekly/Monthly Digest:** A review of campaign performance, sent only to Community Moderators as a Weekly or Monthly digest. Can be disabled. ***Notification setting name: Moderator Notification Digest Frequency** ![448](https://help.ideascale.com/hs-fs/hubfs/448.webp?width=670&height=557&name=448.webp)* 5. **Campaign Performance:** Sent when a Moderator shares campaign performance or a campaign digest via in-app notification. ***Notification setting name: Campaign performance shared via email* ** ***![Screenshot 2025-07-31 at 2-19-42 PM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%202-19-42%E2%80%AFPM-png.png?width=670&height=481&name=Screenshot%202025-07-31%20at%202-19-42%E2%80%AFPM-png.png)*** 6. **Tracked Tag:** A daily digest of newly assigned ideas for a tag the member is following. ***Notification setting name: Depends on Follow Tag*  ![tag email copy](https://help.ideascale.com/hs-fs/hubfs/tag%20email%20copy.jpg?width=670&height=362&name=tag%20email%20copy.jpg)** --- #### Campaign & Workflow Notifications 1. **Campaign Invitation:** Sent whenever a new campaign invite is sent to the member. The subject line can be customized. ***Notification setting name: Campaign invitation email ![campaign invite email copy](https://help.ideascale.com/hs-fs/hubfs/campaign%20invite%20email%20copy.jpg?width=670&height=429&name=campaign%20invite%20email%20copy.jpg)*** 2. **Email Notifications For New Ideas:** Sent to members when a new idea is posted in the community. This setting must also be on to receive new-idea approval notifications. ***Notification setting name: Email notifications for new Ideas** **![Screenshot 2025-07-31 at 12-22-37 PM-png-1](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%2012-22-37%E2%80%AFPM-png-1.png?width=670&height=385&name=Screenshot%202025-07-31%20at%2012-22-37%E2%80%AFPM-png-1.png)*** 3. **Workflow Executed:** Sent when an automation workflow rule runs and the member is set to be notified. ***Notification setting name: Workflow executed emails** **![workflow executed copy](https://help.ideascale.com/hs-fs/hubfs/workflow%20executed%20copy.jpg?width=670&height=341&name=workflow%20executed%20copy.jpg)*** 4. **Innovation Assistant:** Sent when there is an Innovation Assistant tip available. ***Notification setting name: Innovation assistant emails ![Screenshot 2025-07-31 at 2-56-03 PM-png](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202025-07-31%20at%202-56-03%E2%80%AFPM-png.png?width=670&height=347&name=Screenshot%202025-07-31%20at%202-56-03%E2%80%AFPM-png.png)*** --- ### Frequently Asked Questions #### Can a member turn off system or admin-generated notifications, such as password recovery or account lock emails? No. System or admin-generated notifications are sent automatically for account security and access reasons and cannot be disabled by the member. Only the notifications listed under User-Controlled Email Notifications can be enabled or disabled. #### Where does a member manage which user-controlled notifications they receive? From **Profile >> Settings >> Notification Settings**. #### What digest frequency options are available for notifications like New Ideas or Community Tasks? Depending on the notification, a member can choose a Daily, Weekly, or Monthly digest, a real-time option where available, or disable the notification entirely. #### Does the Group Message notification apply to messages sent through the standard in-app messaging feature? No. Group Message emails are sent only when triggered through the API call `/email/group/{id}`. They don't apply to standard in-app group messaging. --- **Reference Articles** - [Help Article on Member Notification Settings](https://help.ideascale.com/how-notification-work?hsLang=en) - [Help Article for Notification Settings](https://help.ideascale.com/notification-settings?hsLang=en) - [Help Article for Follow Tag](https://help.ideascale.com/follow-tag?hsLang=en) Last Updated: August 27, 2026 - [Product Updates](https://help.ideascale.com/product-updates?hsLang=en#main-content) - [2026](https://help.ideascale.com/product-updates?hsLang=en#2026) - [2025](https://help.ideascale.com/product-updates?hsLang=en#2025) - [Workspace](https://help.ideascale.com/workspace?hsLang=en#main-content) - [Workspace Homepage](https://help.ideascale.com/workspace?hsLang=en#workspace-homepage) - [Manage Workspace](https://help.ideascale.com/manage-workspace?hsLang=en#main-content) - [Workspace Configuration](https://help.ideascale.com/manage-workspace?hsLang=en#workspace-configuration) - [Email Settings](https://help.ideascale.com/manage-workspace?hsLang=en#email-settings) - 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