Customizing Notification Templates

Make your notification emails match your brand voice by customizing the templates. Use placeholders to automatically insert relevant content like post titles and author names.

What You’ll Learn

Available email templates
How to use placeholders effectively
Template examples for different situations
Best practices for notification emails

Available Templates

You can customize these notification email templates:

Template	Recipient	When Sent
New Post for Review	Admin	When member submits post for review
Post Approved	Member	When admin approves their post
Post Rejected	Member	When admin rejects their post
Co-Author Invitation	Invitee	When invited to co-author a post
Invitation Accepted	Inviter	When co-author accepts invitation

Placeholder Reference

These placeholders automatically insert the relevant information:

Site Information

Placeholder	Output
`{site_name}`	Your WordPress site name
`{site_admin}`	Admin email address

Post Information

Placeholder	Output
`{blog_name}`	Post title
`{blog_content}`	Excerpt of post content
`{post_link}`	URL to view the published post

User Information

Placeholder	Output
`{publisher_name}`	Author’s display name

Admin Actions

Placeholder	Output
`{approval_link}`	Direct link for admin to approve/review post

Template Examples

Admin: New Post for Review

A concise notification that helps admins quickly review and approve posts:

Subject: [Review Required] New post from {publisher_name}

A new post needs your review:

📝 "{blog_name}" by {publisher_name}

Preview:
{blog_content}

👉 Review now: {approval_link}

—
{site_name} Editorial Team

Member: Post Approved

A celebratory message that encourages continued engagement:

Subject: 🎉 Your post is live!

Hi {publisher_name},

Great news! Your post "{blog_name}" has been approved and is now live on {site_name}.

📖 Read your post: {post_link}

Feel free to share it with your network!

Happy writing,
The {site_name} Team

Member: Post Rejected

A supportive message that maintains a positive relationship:

Subject: About your post submission

Hi {publisher_name},

Thank you for submitting "{blog_name}" to {site_name}.

After review, we weren't able to publish this post in its current form. This might be due to content guidelines, quality standards, or topic fit.

You're welcome to edit your post and resubmit, or contact us if you have questions.

Best regards,
{site_name} Editorial Team

Co-Author Invitation

Subject: You've been invited to co-author a post!

Hi,

{publisher_name} has invited you to collaborate on their post "{blog_name}" on {site_name}.

As a co-author, you'll be able to edit the post and share credit for the content.

View and respond to this invitation in your notifications.

Cheers,
{site_name}

Best Practices

Keep It Short

Members get a lot of emails. Keep your templates brief and scannable.

Include Clear Actions

Always include the relevant link ({post_link} for members, {approval_link} for admins) so recipients can take action immediately.

Match Your Brand Voice

If your community is casual, use friendly language. If it’s professional, keep it formal. Consistency matters.

Test Your Templates

After customizing, trigger each notification type to see how they look in real email clients.

Common Mistakes

Typos in placeholders – Double-check spelling and braces. {blog_name} works, {blogname} doesn’t.
Too much text – Long emails don’t get read. Stick to essential information.
Missing action links – Always include the link so recipients can act.
No mobile testing – Most emails are read on mobile. Check how your template looks on smaller screens.