Award Email Templates: 3-Minute Easy Automation Guide

An award campaign isn’t only about collecting applications — it’s about communicating with applicants from submission to decision.

In this video

• Set up the flow and form
• Choose a channel
• Write and personalise
• Recipients and delivery
• Reuse templates everywhere
• Frequently asked questions

Set up the flow for your award email templates

1. Go to Sitemap, select System Admin, click Add Flow, then Add New Flow.
2. Give the award a title, and tick Submit a New One Anytime if applicants can submit at any time.
3. For stage one, set permission to System Admin, click Select a UI, then Create New UI Form.
4. Title the form, add components from the library — job title, organisation and more — and publish.

Choose how the message is sent

Add an action, select Send Message and click the plus icon to create a new one. Messages can go out through four channels, plus a fifth option for documents:

• Email — the default for confirmations
• SMS — for short, urgent notices
• Mobile push notification
• WhatsApp — once WhatsApp is connected to the platform
• Document — generates a document from your template

Write and personalise the message

Give the action a title, then write the email subject and body. The video builds a confirmation email sent automatically on submission. Search the fields and assign variables, such as the applicant’s name and application details, so each email is personalised — the same idea as a mail merge. Add attachments if you need them, then hit Publish.

Set the recipients and delivery

Choose Applicant Registered Email as the recipient, so the message goes to whoever submitted. Under CC, select a CC group that includes your own address — without it, you won’t get a copy to confirm the email was sent.

Under Delivery, pick one of two options: send once when the branch fires, or repeat on a schedule until the next stage completes, which turns the message into an automatic reminder. Publish, then test it: go to Apply, open the form, submit, and the confirmation arrives straight away.

Reuse award email templates across the platform

The same templates work in three places: in flow actions like this one, in broadcasts that reach a wider audience, and to generate custom documents such as certificates for award recipients.

For one-off messages to many people at once, see the bulk messaging video. To see what applicants receive, watch the award application portal tour.

Award email templates: frequently asked questions

More AwardScience videos

Browse every walkthrough in the AwardScience video library, or book a live demo to see award email templates for your own programme.