User Email Configuration – Setup Guide

Each user in Certificate Hero can configure their own email templates for sending certificates. These configurations are tied to your account, ensuring that emails you send reflect your preferred reply-to address, message body, and signature.

To download a copy of this walkthrough, click HERE.

This setup applies to both single certificate issuance and bundle issuance (bulk jobs).

Accessing Email Configuration

1. From the left-hand User Menu, select Email Config.

2. This will bring you to the User Email Configuration Manager.

Here, you will see options to customize your outbound email templates.

Outbound Email (Single Certificate Issuance)

When you send a single certificate via email, the Outbound Email Template is used.

You can configure the following fields:

• Reply To Email – The email address where replies should be directed.

  (example: customersuccess@certificatehero.com).

• Body – The main message of your email

  (example: “Hello, please see attached.”).

• Signature – The closing line of your email

  (example: “Certificate Hero Customer Success Team”).

On the right-hand preview panel, you’ll see how your outbound email will appear to recipients, including your configured body and signature.

Bundle Email (Bulk Issuance)

When you send multiple certificates at once (bulk revisions or renewals), the Certificate Bundle Email Template is used.

You can configure the same key fields:

• Reply To Email – Often set to a department address.

  (example: customersuccess@certificatehero.com).

• Body – Typically includes a more formal message for multiple recipients

  (example: “Dear Valued Customer, please see the attached certificates of insurance.”).

• Signature – May be signed by a department rather than an individual

  (example: “Thank you, Certificate Hero Customer Success”).

The preview panel will display how your bundle email will look to recipients, including any download links generated for bulk certificate distribution.

Saving Your Configuration

Once you’ve entered your details, click the blue Update button to save your email template.

• Use Cancel if you want to discard changes.

• Each user’s configuration is saved individually, meaning your changes will not affect other users at your agency.

Example Configurations

• Single Issuance (Outbound) – A quick, simple message with your personal contact information.

• Bundle Issuance – A more formal email sent on behalf of a department, with a shared reply-to address.

By setting up your User Email Configuration, you can ensure that every certificate you send, whether individually or in bulk, matches your preferred style and directs replies to the right inbox.