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Customizing 'From' Addresses by Department on Transactional Emails
Customizing 'From' Addresses by Department on Transactional Emails

How to customize sender email addresses for different types of emails sent from Novi.

Melanie Dupont avatar
Written by Melanie Dupont
Updated over 2 weeks ago

Your Novi website allows you to customize the ‘From’ and ‘Reply-To’ addresses for transactional emails based on specific categories. This ensures emails are sent from and directed to the correct staff member, allowing for prompt responses without the need for email forwarding.

Transactional vs. Marketing Emails

Transactional Emails are automated messages triggered by specific user actions in Novi AMS, such as event registrations, new member sign-ups, or password resets. These emails are distinct from Marketing Emails, which are strategically planned campaigns sent through third-party platforms like MailChimp or Constant Contact.

This article focuses specifically on Transactional Emails sent from Novi AMS.

Sections in this article:


Understanding Transactional Email Customization

Each Novi site has a Default Email Address used for all transactional emails. However, you can override this by enabling "Designate Transactional Email Addresses by Department" in your site's Association Settings under the Transactional Emails tab.

When enabled, you can specify unique 'From' and 'Reply-To' addresses for the following categories:

  • Website User Management – Account creation, password resets, and login-related emails.

  • Membership – Welcome emails, renewal notifications, and membership-related messages.

  • Events – Event registration confirmations, event reminders, and capacity notifications.

  • Ecommerce – Order confirmations, fulfillment notifications, and receipts.

  • NPS – Survey emails sent to targeted individuals.


Email Types

Transactional emails sent from Novi are each assigned to one of the following email types:

  • API Key

  • Census

  • Default

  • Ecommerce

  • Events

  • Membership

  • Novi Pay

  • NPS

  • Task

  • Website User Management

The From Email Address, From Name, and Reply-To Email Address depend on the email type and whether the department-based designation is enabled.

📌 If a specific email type does not have a designated sender address, it will default to the main email address. If you need the default changed, please contact Novi support.

Default Email Rules

The "Default Email Address for Transactional Emails" is used when:

  1. The email type is Default, Task, API Key, or Census.
    -OR-

  2. "Designate Transactional Email Addresses by Department" is not checked.
    -OR-

  3. If “Designate Transactional Email Addresses by Department” is enabled and any of the fields (From Address, From Name, or Reply-To Address) are left blank, then the default email address and/or default name will be used instead.


Email Address Assignments by Type

If “Designate Transactional Email Addresses by Department” is enabled, here’s how the sender details are assigned based on email type:

From Email Address

  • API Key, Census, Default, Task → "Default Email Address"

  • Ecommerce → Ecommerce "From" Sender Address

  • Events → Events "From" Sender Address

  • Membership → Membership "From" Sender Address

  • Novi Pay → "Default Email Address"

  • NPS → NPS "From" Sender Address

  • Website User Management → Website User Management "From" Sender Address

From Name

  • API Key, Census, Default, Task → Default "Name Displayed on Emails"

  • Ecommerce → Ecommerce "From" Sender Name

  • Events → Events "From" Sender Name

  • Membership → Membership "From" Sender Name

  • Novi Pay → Default "Name Displayed on Emails"

  • NPS → NPS "From" Sender Name

  • Website User Management → Website User Management "From" Sender Name

Reply-To Email Address

  • API Key, Census, Default, Task, Novi Pay → "Default Email Address"

    • (If you need this default email address changed, please contact Novi support. Note that this is pulled from the same field as the "From Email Address" above, so they'll always match.)

  • Ecommerce → Ecommerce "Reply-To" Address

  • Events → Events "Reply-To" Address

  • Membership → Membership "Reply-To" Address

  • Novi Pay → "Default Email Address"

  • NPS → NPS "Reply-To" Address

  • Website User Management → Website User Management "Reply-To" Address


List of Transactional Emails

Novi includes several automated email scenarios, each listed below (grouped by email type). For each scenario, you’ll find the From Address, From Name, Reply Address, and Email Subjects.

API Key

  • From Address: Default Email Address

  • From Name: Default Name Displayed on Emails

  • Reply Address: Default Email Address

  • Email Subjects:

    • API Key Notification - "API Key Added/Edited"

Census

  • From Address: Default Email Address

  • From Name: Default Name Displayed on Emails

  • Reply Address: Default Email Address

  • Email Subjects:

    • TBD - Coming Soon!

Default

  • From Address: Default Email Address

  • From Name: Default Name Displayed on Emails

  • Reply Address: Default Email Address

  • Email Subjects:

    • Auto-Pay Notification - "Auto-Pay has been disabled"

    • Census Request - Subject retrieved from "Census" table based on request

    • Census Reminder - Subject retrieved from "Census" table based on request

    • Daily Digest Notification - "Daily Digest for {_tenantSettings.Name}"

    • Forward Email - Subject retrieved from original email

    • Download Transactions as PDFs - "Your batch printed transactions are ready"

    • File Download Alert - "Novi Export is Ready"

    • Novi Pay Warning - "Novi Pay QuickBooks Reconciliation Warning"

    • Role Change - "New Admin with Special Accounting Privileges Added"

    • Report Notification - "Upcoming Renewals Report"

    • Shared Reports - Subject retrieved from "ReportShareSettings" table based on which custom report is being processed

    • Webhook Deactivated - "{tenant.TenantID}: Webhook {(deactivation ? "Disabled" : "Failure")} Notification"

Ecommerce

  • From Address: Ecommerce "From" Sender Address

  • From Name: Ecommerce "From" Sender Name

  • Reply Address: Ecommerce "Reply to" Address

  • Email Subjects:

    • Contact - "Contact Request on {_tenantSettings.Name}"

    • Order Confirmation to Customer - "{_tenantSettings.Name} - Confirmation"

    • Order Alert to Admin - "New Order Received"

    • Order Fulfillment Notification - "Order #{entity.OrderNumber} has been fulfilled by {_tenantSettings.NameAbbreviated}"

    • Renewal Confirmation - "{subscription.Product.Name}: Subscription Renewal Confirmation"

    • Renewal Notice - "{subscription.Product.Name}: Subscription Renewal Notice"

    • Subscription Price Change - "Price Adjustment Notice"

Events

  • From Address: Events "From" Sender Address

  • From Name: Events "From" Sender Name

  • Reply Address: Events "Reply to" Address

  • Email Subjects:

    • Capacity Alert - "{_tenantSettings.NameAbbreviated} - Event Capacity Alert"

    • Registration Notification - "Registration received for {event.Name}"

    • Registration Confirmation - "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Registration Confirmation"

    • Send Event Registration (Attendee Centric) - "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Registration"

    • Registration Summary - "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Registration Summary"

    • Get Event Registration (Attendee Centric) -
      "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Attendee Confirmation"

    • Upcoming Event Reminder - "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Event Reminder"

    • Send Credits - "Continuing Education Certificate Email"

    • Send Scheduled Reminder - "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Reminder"

    • Scheduled Reminder - "{_tenantSettings.NameAbbreviated}: {eventEntity.Name} Starts at {eventEntity.StartDate.ToString("h:mm tt")} {eventTimeZone.GetTimeZoneAbbreviation()}"

Membership

  • From Address: Membership "From" Sender Address

  • From Name: Membership "From" Sender Name

  • Reply Address: Membership "Reply to" Address

  • Email Subjects:

    • Auto-Pay Renewal Notification - "{AutoPayRenewalNoticeEmailSubject}"

    • Auto-Pay Pre-Failure Notification -
      "{AutoPayPreFailureWarningEmailSubject}"

    • Auto-Pay Failure Notification - "{AutoPayFailureNoticeEmailSubject}"

    • Auto-Pay Success Notification - "{AutoPayChargeSuccessEmailSubject}"

    • New Member Signup Notification - "New Member Signup"

    • Pending Email - "{memberType.PendingEmailSubject}"

    • Welcome Email - "{memberType.WelcomeEmailSubject}"

    • Notification of New Linked Person (if parent is a company) - "Individual Linked to Your Company on {_tenantSettings.NameAbbreviated}"

    • Notification of New Linked Person (if parent is a person) - "Individual Linked to Your Membership on {_tenantSettings.NameAbbreviated}"

    • Renewal Notification - "{RenewalNoticeEmailSubject}"

    • Renewal Confirmation - "{RenewalConfirmationEmailSubject}"

    • Send Sample Email button - the email subject depends on which email is being sent as a sample

Novi Pay

  • From Address: Default Email Address

  • From Name: Default Name Displayed on Emails

  • Reply Address: Default Email Address

  • Email Subjects:

    • Account Created - "Novi Pay Account Created"

    • Account Approved - "Novi Pay Account Approved"

    • Approval Pending - "Novi Pay Account Update"

    • New Account Action Required - "Novi Pay Account Action Required"

  • Coming Soon:

    • Payout Successful

    • Payout Failed

    • Deposit Reconciliation Successful

    • Deposit Reconciliation Failed

    • Payment Received

    • Refund Processed

    • Transaction Disputed - Created

    • Transaction Disputed - Won

    • Transaction Disputed - Lost

NPS

  • From Address: NPS "From" Sender Address

  • From Name: NPS "From" Sender Name

  • Reply Address: NPS "Reply to" Address

  • Email Subjects:

    • Send Survey - "{MainEmailSubject}"

    • Send Survey Reminder - "{ReminderEmailSubject}"

Task

  • From Address: Default Email Address

  • From Name: Default Name Displayed on Emails

  • Reply Address: Default Email Address

  • Email Subjects:

    • Task Assigned - "Novi task: {Activity.Subject}"

    • Task Reminder - "Novi task reminder"

Website User Management

  • From Address: Website User Management "From" Sender Address

  • From Name: Website User Management "From" Sender Name

  • Reply Address: Website User Management "Reply to" Address

  • Email Subjects:

    • Account Not Found - "No Account Found for {_tenantSettings.Name}"

    • Password Reset - "Password Reset on {_tenantSettings.Name}"

    • Emails sent via the Contact Us Form - "Contact Request for {_tenantSettings.Name}"

    • Emails sent via the Directory Contact Form -
      "{MemberDirectoryContactFormTitle}"

    • Copy of Emails sent via the Directory Contact Form -
      "{MemberDirectoryContactFormTitle}"

    • User Account Created - "Account Created on {_tenantSettings.Name}"

    • User Account Changed - "Account Email Change on {_tenantSettings.Name}"

    • Send Sample Email button - "Sample email for {_tenantSettings.Name}"

    • Send Validation Code - "Validation Code for {_tenantSettings.Name}"

    • Linked Customer Accounts Notification - "Account Linked on {_tenantSettings.Name}"


Related Articles

  • Association Settings: Transactional Emails - This section in Association Settings allows admins to manage email preferences for transactional emails, customize security settings for the Member Directory contact form, verify Domain Authentication, and set Link Tracking preferences.

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