A Guide to Automated Email Notifications

ServiceReef includes a series of automated emails designed to help you communicate with participants, donors, and admins efficiently — without sending each message manually. These notifications cover common milestones and reminders such as registration confirmations, meeting updates, fundraising progress, and post-event follow-ups.

Automated emails help ensure your participants receive consistent communication while freeing up your team to focus on personal connection and leadership.

Automated Notifications at the Org Level Mission Control > Org Settings (or click your account icon in the top right and choose Org Settings in the dropdown)

Select Communications > Automated Notifications

Automated Notifications at the Opportunity Level Open the Opportunity

Select Communications > Automated Notifications

Organization Level vs. Opportunity Level

Automated email notifications can be customized at both the Organization and Opportunity levels, giving you flexibility and consistency in how you communicate.

• At the Organization level, you can control the default message text for emails used across your entire organization. With the exception of a few, most of these also appear at the Opportunity level.
• Opportunity-level emails allow admins to customize or disable those messages for a specific Opportunity.
• Some system-managed emails are not editable and may not appear in your Organization or Opportunity notification lists. (See details below.)

Managing Your Automated Emails

By default, all automated emails are turned on for new organizations. You can toggle any message on or off from the Automated Email Notifications screen. This allows your team to tailor communication to your organization’s preferences.

For example, you might choose to turn off the “Participant Declined” email at the organization level if you prefer to personally contact declined applicants. Or, you might customize the “Weekly Reminder” to include specific details about your trip’s fundraising milestones or upcoming deadlines.

Non-Editable Emails

Some automated emails in ServiceReef are system-managed and therefore not visible in your Organization or Opportunity notification lists. These system emails are automatically sent when certain actions occur and cannot be customized or disabled.

• Most non-editable emails are hidden from view in both Org and Opp-level notifications.
• The Donor Story Alert is the only non-editable email visible in your automated notifications list. You can enable or disable it, but its content cannot be edited.
• The following system-managed emails are not editable:
  • Subscriber Added to a Track - sent to subscriber
  • Subscriber Added to a Track - admin notification
  • Track Task is due/overdue
  • Entry Paths - Coach requests; Coach accepts/declines
  • Payment Tasks within Opportunities or Tracks (some preferences can be edited in settings)

These system-managed emails help ensure that important donor and platform communications are sent accurately and consistently. If you’d like to provide additional context or a personal follow-up, you can always send a separate message through your communication tools.

Viewing the Full List of Automated Email Notifications

ServiceReef includes a number of automated emails across both the Organization and Opportunity levels — covering participant communication, fundraising milestones, meetings, and more. Each email includes a default message (editable for most users) and a scheduled send time.