Overview
This article helps you configure and send re-engagement emails to inactive users on your careers site. Re-engagement lets you reach out to candidates or users who have not interacted with your site recently, encouraging them to log in and update their details.
Key benefits
Reach inactive users with personalised emails to encourage them to return.
Confirm whether users still want to remain registered on your site.
Target specific groups by role, login history, or previous re-engagement status.
Personalise email content using dynamic attributes such as the recipient's name.
Manage email content alongside other notifications through the Notification Centre.
Before you start
Before configuring re-engagement emails, make sure you have:
Admin access to your website.
Permission to update Settings.
⚠️ Important: If you need to change your branded email header or footer, contact Support via the Digital Assistant for help.
Understand how re-engagement works
Re-engagement allows admins to create and send personalised emails to users who may be inactive on your careers site. When the feature is active, you can create an email, choose recipients, and send it based on specific criteria.
The re-engagement options target users who meet specific conditions. These include not having been re-engaged in the last six hours. Your site configuration may also apply conditions related to a user's last activity or last online status.
📌 Note: If you are unsure which users will be included when sending, test with a small segment first.
Enable or disable re-engagement
You can turn re-engagement on or off from the Re-engagement settings screen.
Log in to your admin area.
Click Settings.
Under the Site heading, click Re-engagement.
Find the Active/Inactive toggle near the top right of the screen.
Click the toggle to switch between Active and Inactive.
Turning the toggle to Active enables re-engagement so you can send emails. Turning it to Inactive disables the feature and stops re-engagement emails from being sent.
Create or update the re-engagement email
You can set up or change the email content in the When a user needs to be re-engaged… section of the Re-engagement screen.
Review the email template
The email editor displays your site's branded template, including a header and footer. If you need to change the header or footer branding, contact Support for assistance.
Set the email subject
In the Subject field, enter the subject line you want recipients to see.
Make sure the subject is clear and relevant to the recipient's account or profile.
You can include personalisation attributes in the subject line. See the Use personalisation attributes section below for details.
Write the email body
In the Body field, enter the message you want to send.
Use the formatting toolbar to apply styling such as bold, italic, underline, or bullet points.
Keep the content focused on why the user is receiving the email and what action you want them to take.
Use personalisation attributes
You can insert dynamic attributes into your email using the orange attribute buttons. When the email is sent, the system replaces these with the relevant values automatically.
Click an orange attribute button to copy the attribute.
Paste the attribute into the Subject or Body field.
Repeat for any other attributes you want to include.
Common attributes include:
{{site.name}} — your site's name.
{{site_email}} — your site's email address.
{{user.name}} — the recipient's full name.
{{user.first_name}} — the recipient's first name.
{{user.last_name}} — the recipient's last name.
{{user.email}} — the recipient's email address.
{{time}} — the current time.
{{reset_password_url}} — a link to the reset password form.
Save your changes
After updating the subject and body, click Submit.
Confirm the editor displays your updated content.
Your re-engagement email is now ready to use when sending.
Send re-engagement emails
Use the Send re-engagement emails section to choose who receives the email and send it.
Select the role
In the Send re-engagement emails section, open the Role drop-down.
Select who should receive the email:
All roles.
Admins.
Candidates.
Only users with the selected role are considered when sending.
Choose inclusion options
You can refine who is included by selecting one or both checkboxes:
Include only users that have never logged in — includes users who have never signed in before.
Include previously re-engaged users — includes users who were re-engaged more than six hours ago.
📌 Note: Additional site-level conditions such as last activity may still apply when sending.
Send the emails
Review your role and inclusion settings.
Click Send Emails to trigger the emails to send.
🤓 Tip: Test with a smaller segment first, e.g. Admins, before sending to a larger group e.g. All roles.
How re-engagement relates to the Notification Centre
Re-engagement works alongside the Notification Centre. When re-engagement is enabled, a related email notification becomes available in the Notification Centre. Editing the email content in one place can update it in the other.
Editing content in the Notification Centre
Open the Notification Centre and locate the matching re-engagement notification.
Edit the email content, such as the subject or body.
Click Submit to save your changes.
Changes made here will be reflected in the Re-engagement email editor, and vice versa.
Key differences
The Notification Centre version of the email does not include the sending controls. It does not show the Role drop-down or the inclusion checkboxes. These controls are only available in the Re-engagement screen.
🤓 Tip: Use the Notification Centre to manage content when you need to update multiple notification emails at once, or when colleagues need editing access without access to sending controls.
Best practices
Use personalisation attributes such as {{user.first_name}} to make messages more engaging and relevant.
Keep the email clear about why the user is receiving it and what action you want them to take.
Avoid sending re-engagement emails too frequently and respect the six-hour condition and any local regulations on email communications.
Test with a small segment before sending to a large group to confirm your content and conditions work as expected.
Use the Notification Centre to manage email content when multiple team members need editing access without sending permissions.
📌 Note: Always review your inclusion options carefully before sending to ensure the correct group of users is targeted.
FAQs
Q1: What permissions do I need to configure and send re-engagement emails?
Answer: You must have admin access to your Access Volcanic admin area and permission to update Settings. If you need to change the branded email header or footer, contact Support.
Q2: How do I find the re-engagement settings?
Answer: Log in to your admin area, click Settings, then under the Site heading click Re-engagement.
Q3: What happens if I turn off the re-engagement feature?
Answer: Turning the feature to Inactive disables re-engagement and prevents any re-engagement emails from being sent. You can turn it back on at any time using the Active/Inactive toggle.
Q4: Can I use personalisation attributes in the email subject?
Answer: Yes, you can paste personalisation attributes into both the Subject and Body fields. Click an orange attribute button to copy it, then paste it where needed.
Q5: Who receives the re-engagement email when I send it?
Answer: Only users who match your selected role and inclusion options are considered. Additional site-level conditions such as last activity may also apply to determine the final list of recipients.
Q6: What does the "Include previously re-engaged users" option do?
Answer: This option includes users who were last re-engaged more than six hours ago. Without this option, previously re-engaged users are excluded from the send.
Q7: Can I edit re-engagement email content from the Notification Centre?
Answer: Yes, you can edit the email subject and body in the Notification Centre. Changes made there are reflected in the Re-engagement email editor, and vice versa.
Q8: Why doesn't the Notification Centre show the sending options?
Answer: The Notification Centre only manages email content, not sending controls. The Role drop-down and inclusion checkboxes are only available in the Re-engagement screen.
Q9: Can I change the branded header and footer on the re-engagement email?
Answer: The header and footer use your site's branded template. To make changes to the branding, contact Support for assistance.
Q10: How can I test my re-engagement email before sending it to everyone?
Answer: Use a narrower combination of role and inclusion options to target a smaller segment first. This lets you confirm your content and conditions work correctly before sending to a larger group.