Email Notifications Received By Administrators

Administrators can automate email notifications for various approvals and other activities performed within the community. Some notifications are received exclusively by a Workspace Administrator, others exclusively by a Community Administrator, and a Community Administrator additionally receives every notification sent to community members.

Role Permissions

1. Workspace Administrator: Receives system-generated email notifications for workspace-level account changes, membership activity, seat and member capacity alerts, and community expiry notices, described in this article.
2. Community Administrator: Receives system-generated email notifications for community-level account changes, membership approvals, private comments, and locked-member activity described in this article, in addition to every notification received by community members.
3. Community Moderator: Also receives the Private Comments notification described in this article.

Workspace Administrator

The following are the email notifications received exclusively by a Workspace Administrator:

1. Receive e-mail notification on account updated as Administrator: The member receives an email notification when their account is updated to Workspace Administrator.

2. Receive Email Notification for New Workspace Member Signup: The Workspace Administrator receives an email notification when a new member registers for the workspace or is uploaded to the community by a Community Administrator.

3. Receive Email Notification for New Workspace Member Approval: The Workspace Administrator receives an email notification when a new member's approval is required at the workspace level.

4. Receive an Email when Members are Locked: The Workspace Administrator receives a summary email detailing members who have been locked out due to incorrect password attempts or prolonged inactivity.

5. Receive Email Notification for Lower Seat Count: The Workspace Administrator and Community Administrator receive an email notification if the seat count falls below the threshold specified in Workspace Default Notification Preference >> Seat Count Lower Threshold. Note: This email is sent at 1 AM UTC for United States and Europe servers, and at 1 AM AEST for Australia, after the threshold is reached.

6. Receive an Email when the Member Limit is Reached: The Workspace Administrator receives an email notification when the maximum number of members permitted in the workspace has been reached. A persistent alert banner is also displayed in the Workspace Member Management section to indicate this status. Note: This email notification is sent at 1 AM UTC for United States and Europe servers, and at 1 AM AEST for Australia.

7. Receive Email Notification for Upcoming Community Expiry:  The Workspace Administrator and Billing Contact receive advance notification of the community's upcoming expiration. The number of advance-notice days is configured in Workspace Default Notification Preference >> Upcoming Community Expiry Notification (Days). Note: This email notification is sent at 1 AM UTC for United States and Europe servers, and at 1 AM AEST for Australia, following the configured number of advance-notice days prior to the community's expiration.

8. Receive Email Notification for Member Self Removal: The Workspace Administrator receives an email notification when a member removes themselves from the workspace.

9. Free Account Deletion Email: A Workspace Owner with a free subscription receives two email notifications before the account is deleted: the first after 90 days of inactivity, and the second when — or shortly before — the free account is deleted.

See Exceptions below for the additional notifications received when a Workspace Administrator is also the Workspace Owner.

Help Article for Notification Emails

Community Administrator

The following are the email notifications received exclusively by a Community Administrator:

1. Receive e-mail notification on account updated as Administrator: The member receives an email notification when their account is updated to Community Administrator. 

2. Receive Email Notification for New Community Member Approval: The Community Administrator receives an email notification when a new member's approval is required at the community level.

3. Receive Email Notification for Private Comments: The Community Administrator and Community Moderator receive an email notification for private comments submitted within the community.

4. Receive Email Notification when Members are locked: The Community Administrator receives a daily email listing members who are locked due to inactivity or an incorrect password within the community.

All other email notifications received by community members are also received by the Community Administrator, in addition to the notifications listed above.

Help Article for Email Notifications Received By Users

Exceptions

1. Workspace Administrator Who Is Also Workspace Owner: In addition to the notifications listed under Workspace Administrator, receives the following: Broadcast Email Status, Member Bulk Import, Bulk Hide Identity, Member Status Bulk Import for Upload or Update, Idea Import, all Batch Process emails, all Batch Translation emails, all Export Batch Process emails, and all Export Data emails.

Frequently Asked Questions

Who receives the Lower Seat Count notification?

Both the Workspace Administrator and the Community Administrator receive this notification when the seat count falls below the threshold set in Workspace Default Notification Preference >> Seat Count Lower Threshold.

When are the Lower Seat Count, Member Limit Reached, and Upcoming Community Expiry notifications sent?

At 1 AM UTC for United States and Europe servers, and at 1 AM AEST for Australia, once the respective threshold or advance-notice condition has been met.

What additional notifications does a Workspace Administrator receive when also serving as the Workspace Owner?

Broadcast Email Status, Member Bulk Import, Bulk Hide Identity, Member Status Bulk Import for Upload or Update, Idea Import, and all Batch Process, Batch Translation, Export Batch Process, and Export Data emails, in addition to the standard Workspace Administrator notifications.

Does a Community Administrator receive the same notifications as community members?

Yes. In addition to the notifications described in this article, a Community Administrator receives every email notification sent to community members.

Who receives the Private Comments notification?

Both the Community Administrator and the Community Moderator receive an email notification when a private comment is submitted within the community.

Related Articles

• Help Article for Email Notifications Received By Users
• Help Article for Notification Emails