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, and you edit them under the activity's Notifications tab. The most common one is the Invitation — the email a participant gets when the activity opens to them. They aren't only the scheduled emails, though: some are sent based on what a participant does. For example, a manager can be emailed when someone on their team submits their work. That's still a notification on the activity, and you edit it the same way, even though Knowly sends it automatically when the moment comes.
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 link and label
whether it goes out as email, SMS, or both
You can preview a notification as a participant or a manager before you launch.
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.
Emails Knowly sends automatically
Some emails don't belong to any activity — Knowly sends them from the platform itself, so there's no per-activity place to edit them. These include:
the account and sign-in emails — the link someone uses to sign in, a password reset, or an invitation to join as an administrator
the confirmation someone gets when they register for a learning journey
If you need a change to one of these, or to the logo or footer that appear on every email, contact [email protected].
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 one of the automatic emails above, and the Invitation is the editable notification 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.