Whether you can change a Knowly email comes down to where it came from. Most emails people get from a learning journey are notifications that belong to its activities — you write those yourself. A separate set come from the Knowly platform itself, like the sign-in link or a password reset, and Knowly sends those automatically. Once you know which kind you're looking at, you know whether you can edit it and where to go.
Notifications on your activities — these you can edit
Every activity in a learning journey can send its own notifications. To edit them, open the activity in your learning journey and go to its Notifications tab. The most common one is the Invitation — the email a participant gets when the activity opens to them. Not all of them are scheduled, either: some are sent based on what a participant does, and most of those you edit the same way.
Note. One of them isn't editable: on an assignment, the email a manager gets when a participant submits their work. Knowly sends it automatically and its wording is fixed — unlike the assignment's other notifications, like the Invitation, which you edit as usual. The email simply tells the manager that the participant has submitted, with a button to open and review the submission.
So when an email is about a specific activity, the place to edit it is that activity's Notifications tab.
What you can change inside a notification
What's editable varies a little from one notification to the next, but in most you can change:
the Subject line
the message text
the Sender name the recipient sees
the Button — its label, and where it leads (which depends on the activity)
whether it goes out as email, SMS, or both
You can preview a notification as a participant or a manager before you launch. For every part of a notification and its own settings in detail, see What's inside a notification: every element and what you can change.
What stays the same in every email
A few parts of every Knowly email are fixed, no matter what you write in the notification:
the Knowly logo at the top
the line at the bottom noting the email was sent using Knowly
the values Knowly fills in for you — the recipient's name, a deadline, the learning journey's title, and so on
These aren't edited per notification.
The sign-up confirmation lives in the form
When you use self-registration, the confirmation someone gets after they sign up is editable too — but you won't find it on an activity. It's part of the online-signup form: open Edit form on the Online signup card and go to the Confirmation message step. The confirmation a manager gets when a participant registers them is editable there as well. See Self-registration: share a link and let participants sign themselves up.
Emails Knowly sends automatically
A few emails don't belong to any activity or form — Knowly sends them from the platform itself, so there's no place to edit them:
the account and sign-in emails — the link someone uses to sign in, a password reset, or an invitation to join as an administrator
If you need a change to one of these, or to the logo or footer that appear on every email, contact Knowly support.
If an email doesn't match what you edited
If someone got an email that doesn't match what you wrote, the most likely reason is that it wasn't the email you edited — it came from a different activity, or it was a different notification on the same activity, or it was one of the automatic account emails above.
To track it down, open the email and look at the activity name or the subject line — that points to the activity whose Notifications tab holds the wording. If it's about signing in, a password, or an invitation to join Knowly, it's an automatic email and isn't edited on an activity.
A common version of this: someone registers for a learning journey and gets a confirmation email that reads differently from the activity Invitation you wrote. Those are two separate emails — the registration confirmation is the sign-up form's own email, editable in its Confirmation message step, while the Invitation is the notification you edit on the activity. In an individual learning journey, where the Invitation can be set to go out as soon as someone registers, a person can receive both around the same time.