Customize Emails

Customize system email templates in Blackbaud Grantmaking to deliver clear, program specific communication that reflects your organization’s voice. By creating and updating email copies, you ensure consistent messaging, improve applicant experience, and reduce manual effort across programs.

  • Tailor email content to match program requirements and messaging goals

  • Personalize emails with tokens that pull system data such as application details

  • Include attachments, links, and contacts to support communication workflows

  • Create reusable templates that streamline future program setup

Warning: Some system-generated emails, such as password reset and account verification messages, cannot be customized. Emails that are not active at the customer level are also not available for customization.

Step 1 — Create and customize an email copy

Open Applications, Form emails, and System Emails. Find the email template to customize. Select the ellipsis next to the template, and then select Create copy.

Tip: You can also create a copy while you set up program communications.

After you create a copy, update the following areas to align the email with your program:

Step 2 — Set the email usage

  • Edit the Email usage description to identify how the template is used.

  • Use clear naming to distinguish templates for specific programs or scenarios.

  • This description is visible to grant managers only.

Step 3 — Update the subject

  • Modify the subject line to reflect the message purpose.

  • Use tokens to dynamically insert system data such as {{APPLICATION_ID}} or {{PROGRAM_NAME}}.

Step 4 — Edit the header

  • Update the header text to reinforce branding or highlight key information.

  • Keep messaging concise and aligned with the email purpose.

Step 5 — Update the email content

  • Revise the main email content to communicate required details.

  • Include links to resources such as privacy policies when relevant.

  • Use tokens to personalize content and reduce manual updates.

  • Position the token toolbox where it supports efficient editing.

Step 6 — Customize the button text

  • If the template includes a navigation button, update the text to reflect the intended action.

Step 7 — Add CC and BCC recipients

  • Enter email addresses in the CC field to send copies automatically.

  • Select Add BCC to include additional recipients.

  • Separate multiple addresses with a comma or by pressing Enter.

  • Enable the option to allow users to update recipients when they send the email.

Note: Add external email addresses to CC. BCC does not support external addresses.

Step 8 — Attach files to the email

  • Select Add attachment to include documents such as program guidelines or agreements.

  • Attachments are stored with the application record for visibility and tracking.

  • You can also attach files during manual email sends, which apply only to that instance.

Step 9 — Save and activate the email

Select Create to save the email copy. Locate the new template under the original in System Emails. Activate the email so it is available during program setup.

Warning: Inactive email copies do not appear when you configure program communications.