Emails we send to your end users
All of these are triggered by activity on your board. Sleekplan never emails your users for marketing or any reason of its own.“Subscribers” are users who chose to follow a post. “Upvoters” are users who voted for it. The “post creator” is the user who submitted the idea. A user becomes a subscriber automatically when they create or comment on a post.
| When it’s sent | Who receives it | |
|---|---|---|
| Sign-in code | A user confirms their email address while signing in to your board. Users who arrive through single sign-on are recognized silently and never see this. | The person signing in |
| New comment | Someone adds a comment to a post. | The post creator and everyone subscribed to the post |
| New mention | Someone tags a user with @username in a comment. | The mentioned user |
| Status update | An admin changes a post’s status, for example from “Planned” to “In progress.” | The post creator and subscribers, plus upvoters when the post is marked Completed and “Notify upvoters” is on (see Admin controls) |
| Post removed | An admin removes a user’s post, with the reason included. | The post creator only |
| Comment removed | An admin removes a user’s comment, with the reason included. | The comment’s author only |
| Changelog update | You publish a new changelog entry. | Everyone subscribed to your changelog |
How recipients are decided
A few rules govern who actually receives these emails:- Only users who can see the board are notified. Users can vote for or subscribe to a post only on boards they have access to, so a user who cannot open a private board will never receive its status-change or comment emails.
- Users are never notified about their own actions. Commenting on your own post, for example, does not email you.
- A real email address is required. Anonymous users who vote or comment without providing an email have nowhere for a notification to go, so they are skipped. This does not affect single sign-on users, whose email always comes through with their identity.
- Each user controls their own notifications. Every email includes an unsubscribe link at the bottom, and users can turn notifications off from their account at any time.
Admin controls
Two settings change how these emails behave for your whole workspace:- Notify upvoters at Settings → Feedback. When on, upvoters receive a status update the moment a post they voted for is marked Completed. This is the “your idea shipped” email, so it is worth leaving on.
- Disable email notifications at Settings → General. This turns off all outgoing email to your users. Use it during a bulk import or migration so your users are not flooded with notifications, then turn it back on.
How Sleekplan delivers email reliably
Getting a message written is only half the job. It also has to land in the inbox instead of the spam folder. Sleekplan handles that for you using modern email authentication so that receiving mail servers can verify each message is genuinely from your workspace and was not tampered with in transit.- Amazon SES is our sending provider, a high-reputation infrastructure that mailbox providers trust.
- DKIM cryptographically signs every message, proving it was not altered on the way to your user.
- SPF and DMARC are published for our sending domain so receivers can confirm the message came from an authorized server.
yourworkspace@mail.sleekplan.com. Because these are transactional messages tied to real user activity, mailbox providers treat them favorably, which keeps inbox placement high.
Send from your own domain
If you want emails to come from your own domain (for examplefeedback@yourcompany.com) instead of mail.sleekplan.com, you can connect a custom email domain. This reinforces your branding and builds extra trust with your users, since the sender is a domain they already recognize.
Sending from a custom domain is available on paid plans.
Open the custom email domain settings
Add your sending address
Enter the email address you want to send from, such as
feedback@yourcompany.com.Add the DKIM records to your DNS
Sleekplan generates a set of DKIM records for your domain. Copy them into your DNS provider (the same place you manage records for your website). Sleekplan checks these to confirm you own the domain and to sign your outgoing mail.
Customize the emails
You can adjust the copy and layout of these notifications to match your voice. Open Settings → Email templates to edit individual templates and the shared layout. Your workspace logo and colors are already applied automatically, and Sleekplan branding in the footer is removed on paid plans.Related
How end-user accounts work
Why your customers belong to your workspace and never sign up at Sleekplan.
Custom email domain
Connect your own sending domain in workspace settings.
Feedback statuses
Configure the statuses that trigger status-update emails.
Single sign-on
Sign users in silently so they skip the email verification code.