Phin Security

How to Configure Welcome Emails

The Phin portal allows customization and configuration of welcome emails for training and phishing content via the branding page, supporting both manual and automatic sending with variable injection for company and partner names, where partner-level templates serve as defaults inherited by companies unless overridden, and setup involves editing templates, sender names, and scheduling options through the partner dashboard.

Welcome Emails Overview

Welcome emails in the Phin portal allow you to easily welcome your users to their training and phishing content. All customization and configuration of your welcome messages can be found on the branding page. By default, welcome emails must be manually sent to each user, but automatic scheduling is also supported. The automatic sending times and audience can be configured inside the welcome email card.

Below are details on both manual and automatic workflows, as well as technical details about when and how welcome notifications are sent.

Variable Injection for Welcome Email Body

When editing the email body for welcome emails, you can inject company or partner-specific information at sending time. Supported variables include:

  • Company Name: {{companyName}} — The name of the company receiving the email.
  • Partner Name: {{partnerName}} — The name of the partner the company is under.

Note: Add these variables exactly as shown (e.g., {{partnerName}}).

Configuring Welcome Emails at the Partner Level

It's best practice to set up your partner-level configuration before configuring at the client level.

  • If no company template is defined, the welcome email template will inherit the partner template until you modify the company template.
  • Welcome emails use the Company template first, then the Partner template, and finally the Default if neither is set.

Steps:

  1. 1.Log in to your partner dashboard (portal.phinsec.io/)
  2. 2.Navigate to the Branding Page: On the partner dashboard, go to Branding in the left-hand menu.
  3. 3.Set up Welcome Emails: Scroll past Partner Name and Logo Customization to find Welcome Emails.
    • Edit the template as needed. Changes at the Partner level update the template for all customers.
    • You can edit the From Name. It's best to keep the From Address as no-reply.
    • The email domain cannot be changed.
    • You can reset changes to the template at any time.

Workflow with Non-Automatic Welcome Emails (Default)

By default, automatic welcome email sending is off. You control when and how to send welcome emails. The standard workflow is:

  1. 1.Go to the user's page within the client you want to configure.
  2. 2.Select the users you want to welcome.
  3. 3.Click the “Welcome Users” button to open the scheduling window.
  4. 4.Select the date and time for the welcome email.
  5. 5.Review the template and click Confirm.

Note: Users added, synced, or uploaded manually will not receive a welcome email unless you manually schedule one.

Workflow with Automatic Welcome Emails

Phin can automatically send welcome emails when a user is added by:

  • Individual creation
  • CSV upload
  • User sync

To enable automatic welcome emails:

  1. 1.Navigate to Welcome Emails within your Client Dashboard.
  2. 2.Click on Branding in the left-hand menu.
  3. 3.Toggle on the automatic send feature.
  4. 4.Select the daily time for new users to be welcomed.
  5. 5.Configure audience filters to determine who receives automatic welcome emails.

Once enabled, any newly added users will automatically receive a welcome notification at the selected time. If there are existing users who haven't been welcomed, a banner will appear allowing you to schedule notifications for them.

You can change the configuration at any time, but already scheduled emails will still be sent as planned.

Message Timing

  • With automatic welcome emails enabled, you select a send time for automated scheduling.
  • If a user is added after the scheduled time, the email is sent on the next business day at the specified time.
  • If added before the send time, the email goes out the same day at the scheduled time.
  • Welcome emails are only sent on business days.

Audience Filtering with Automatic Welcome Emails

The audience selection tool determines:

  • Which users receive welcome emails automatically
  • How many users are displayed as un-welcomed

You can change the audience filter at any time. Emails already scheduled will still be sent, even if the users no longer fit the new filter. For unwelcomed users in the new audience, you can schedule emails from the banner.

Outgoing Messages

All outgoing messages are viewable in the outgoing messages tab. This tab shows any messages that failed to send and any that are scheduled to be sent.