This article explains how to configure the welcome notification in SMARTFENSE, its automatic behavior, the available options to define its delivery method, and how to adapt the language according to the settings of the organization's users.
Overview
The welcome notification contains the necessary information for an end user to log in for the first time to the SMARTFENSE platform.
This notification can be sent automatically according to the configuration chosen on the platform from Settings > Notifications > Welcome
Available options:
Send welcome notification
Do not send welcome notification
| Note: users with an administrator role always receive the welcome notification at the time they are created. |
Additionally, SMARTFENSE allows notifications to be sent in different languages, according to the languages configured in the profiles of the organization's users.
In this way, each user will receive the notification in their corresponding language, improving understanding and the user experience.
How is the welcome notification sent?
The sending is automatic and transparent. The administrator user only needs to create campaigns as usual.
If a user assigned to a campaign needs to receive the welcome notification, it will be sent before the assignment notification, ensuring that the user can log in without issues.
For a user to receive the welcome notification:
They must be assigned to a campaign.
The campaign must be one of the following types:
Interactive Modules, Videos, Video Games, Exams, or Surveys.
Sending conditions
There are two configurable behaviors to define to whom the notification will be sent:
Send to all end users who have not received it previously
Each user will receive the welcome notification only once.
Ideal for environments where repeated emails are to be avoided.
Send only to those end users who have not logged in
A user can receive the notification more than once if they have not logged in.
This option ensures that those who have not yet accessed the system receive reminders in each assigned campaign.
Delivery method and content
The platform allows selecting the channel and type of notification to use:
Send SMARTFENSE's own notification via email
Send personalized notification via email
Send SMARTFENSE's own notification via Slack
Send SMARTFENSE's own notification via Microsoft Teams
Each option adapts the message format to the selected channel, maintaining the essential information for the user's initial access.
Clarification:
When a user is created with the end-user role, they do not receive any notification email. For the user, their membership in the platform is transparent. They receive the welcome email only once, the first time they are assigned an Interactive Module, Video, Exam, or Survey.
If a user is created on the platform with an End User role and their role is later changed to Administrator, they will receive a welcome email prompting them to create a password with their Administrator role.
If a user with the Administrator role is changed to the End User role and then later changed back to Administrator, the welcome email will not be sent again, since it was already sent the first time the user was created as an Administrator.
If it is necessary for the user to receive a new email, you can manually send a password reset, which will be delivered to the user’s email address. This can be done from the same section where users are created manually:
Users and Groups → Users. Search for the user by name, scroll to the right using the bottom bar, and click the “Reset Password” button.
💡 Best practices
Use Send to all end users who have not received it previously to avoid unnecessary duplicates.
Take advantage of the platform's multilingual capability to send notifications in the language corresponding to each user, improving communication effectiveness.
If your organization uses Slack or Microsoft Teams, configure those channels to improve delivery rates and reduce dependence on email.
Periodically review the notification settings in Settings > Notifications to maintain consistency in institutional communication.
Before launching a campaign, confirm that users are correctly assigned so that the sending occurs automatically.