This guide explains how to configure and manage automated emails for Team Campaigns in the LevCharity plugin. These notifications are sent to team captains, team members, donors, or internal staff when key events occur—such as donations, approvals, or fundraising milestones.
Notification Types #
This section explains who can receive team campaign emails and how to control the audience using the User Notification toggle.
| Type | Description |
|---|---|
| User Notification | Sent to public-facing recipients like team captains or participants using merge tags like {{team-captain-email}}. |
| Admin Notification | Sent to internal staff using static addresses (BCC/CC). |
How to Set It Up #
To begin, navigate to:
- Manage > Team Campaigns > Add New
From there, you can create and configure a new email notification rule.
Supported Actions #
These are the event triggers specific to team-based fundraising activity. You can choose one as the Action when setting up an email.
| Action | Triggered When |
|---|---|
| Payment Completed | A donation to a team or participant is successful |
| Payment Refunded | A donation is refunded |
| Payment Failed | A donation fails |
| Gift Aid donation | A donation includes Gift Aid |
| Product Created | A new team product/campaign is created |
| Team goal reached 25/50/75/100% | Team’s goal reaches a milestone |
| Participant goal reached 25/50/75/100% | Individual member’s goal reaches a milestone |
| User request to join team campaign | A user applies to join a team |
| User approved/disapproved to team campaign | Admin approves or rejects the user |
| Team created/requested approval | A team is submitted for approval |
| Team approved/disapproved | Admin takes action on team |
| Participant received donation | A donation is made to a participant |
| Team received donation | A donation is made to the overall team page |
Email Settings #
This section covers the fields used to control email behavior, appearance, and delivery.
| Field | Description |
|---|---|
| Action | Choose from supported actions listed above |
| Send to Email | Use dynamic tags like {{team-captain-email}}, or enter static emails for admin alerts |
| From Name | Name that appears as the sender (e.g., LevCharity) |
| From Email | Sender address (e.g., [email protected]) |
| Reply To | Where replies are sent |
| BCC | Internal addresses for hidden copies |
| CC | Optional visible internal recipients |
| Subject | Email subject (merge tags allowed) |
| Message | Email content — use VisualText or HTML with merge tags |
| Product Name | Optional — for product/campaign tracking |
Available Merge Tags #
These dynamic tags can be inserted into the subject or message fields to personalize each email. Not all tags appear for every action — only those relevant to the specific trigger.
General Tags #
| Tag | Description |
|---|---|
{{first-name}} | First name of the recipient |
{{last-name}} | Last name of the recipient |
{{full-address}} | Donor or participant address |
{{amount}} | Donation amount |
{{amount-less-fee}} | Donation amount minus fees |
{{currency}} | Currency of the donation |
{{user-last-digits-number}} | Last 4 digits of credit card used |
Campaign & Team Context #
For campaign-specific personalization and links:
| Tag | Description |
|---|---|
{{campaign-name}} | Name of the associated campaign |
{{campaign-date}} | Campaign end or key date |
{{campaign-link}} | Public link to the campaign |
{{campaign-author}} | Creator of the campaign |
{{campaign-goal}} | Fundraising goal description |
{{campaign-goal-amount}} | Fundraising target amount |
Team-Specific Tags #
Use these to personalize the email for team captains or members:
| Tag | Description |
|---|---|
{{captain-name}} | Name of the team captain |
{{captain-email}} | Email of the captain |
{{team-name}} | Team name |
{{team-member-name}} | Name of a participant |
{{team-member-email}} | Email of a participant |
{{team-member-approval-link}} | Approval link for team join requests |
{{team-captain-email}} | Email of the team captain (used for send-to field) |
Attachments #
Attach files such as:
- Tax receipts
- Tribute certificates
Attachments are sent as part of the notification to enhance clarity or provide additional documentation.
Send Delay #
Use this feature to delay the sending of the email by a defined amount of time. Common examples:
24 hours after team creation
1 hour after a donation
Immediately after approval
Filters and Targeting #
Use filters to fine-tune which users receive the email and when.
| Filter | Purpose |
|---|---|
| Posts Include / Exclude | Restrict email delivery to certain campaigns or team IDs |
| Countries Include / Exclude | Send emails only to specified countries |
| Currencies | Trigger emails only for certain currencies (e.g., USD only) |
| Languages | Send localized content based on donor or participant language settings |
Example: New Participant Approved #
Here’s an example of an email that welcomes a newly approved team member.
| Field | Example |
|---|---|
| Title | Participant Join Request Approved |
| Action | User approved to team campaign |
| User Notification | Enabled |
| Send to Email | {{team-member-email}} |
| From Name | LevCharity |
| From Email | [email protected] |
| Subject | Welcome to “{{team-name}}” |
| Message | Dear {{team-member-name}}, You’ve been approved to join the team “{{team-name}}” as part of our campaign {{campaign-name}}. Let’s reach the goal together. |