How to Edit Transactional Emails in AcceleratorApp

Introduction to Transactional Emails in AcceleratorApp

Transactional emails are automated messages sent on behalf of your incubator or accelerator directly from AcceleratorApp. They help you manage user accounts, guide applicants through the selection process, keep startups informed, and ensure all parties receive the right information at the right time.

The content and design of all transactional emails can be customized to align with your brand.

Where to Find Transactional Emails

All transactional emails are managed from the Email Management page, accessible from the left sidebar menu.

Step-by-Step

1. Find the Email You Want to Manage

Open Email Management from the left sidebar. The table lists all emails with the following columns:

Title — the name of the email.
Category — the type of email (e.g. Application, Rejection, Startup, Onboarding).
Status — whether the email is currently Active or Inactive.
Actions — a gear icon to manage the email.

Use the Category filter or the search bar to quickly locate the email you need.

2. Edit an Email

Click the gear icon in the Actions column for the email you want to manage. From here you can:

Edit the email content — update the subject line, body text, and any dynamic placeholders.
View trigger information — see details about when this email is sent and under what conditions.
Add or remove CC and BCC — include additional recipients on automated sends.
Change the email template — apply a different design template to this email.

3. Review and Update Language

All emails are in English by default. If your program operates in another language, review and update the content of your key emails before going live. Priority emails to check include:

Event update and cancellation emails
Daily notification digest
Onboarding and account invitation emails
Application process emails (submission confirmation, round instructions, reminders)

Types of Transactional Emails

Account Management

Emails used to manage user accounts:

Forgot Password — sent to a user requesting a password reset, directing them to a page to update it.
Password Changed Confirmation — sent to confirm that a password change was successful.
Application Deleted (User) — sent when a user deletes their own account.
Application Deleted (Funnel Admin) — sent to the Funnel Admin when a user deletes a submitted application (not applicable for draft applications).
Email Address Confirmation — sent when a user updates their email address.

Application Process

Emails triggered by actions within the application funnel:

Applicant Account Activation — sent when a user activates their account to begin an application.
Confirmation Application Submitted — sent to an applicant after they submit their application.
Instruction Email for Round (N) — sent when an application is accepted and moved to the next round of the funnel.
Invitation to Schedule a Meeting — sent when an applicant is invited to book a meeting or interview as part of a round.
Meeting Booked Confirmation (Applicant) — sent to the applicant when they have scheduled a meeting.
Meeting Booked Confirmation (Host) — sent to the host when an applicant schedules a meeting.
Meeting Updated by Applicant — sent to the host when an applicant reschedules a meeting.
Meeting Updated by Host — sent to the applicant when a host reschedules a meeting.
Interview Canceled — sent to the applicant or host when a meeting that is part of a round is canceled.
New Form to Fill — sent to an applicant when they need to submit an additional form as part of a round.
Application Deleted by Admin — sent to Funnel Admins when an Admin deletes an application.
Application Reminder — sent to applicants who have not yet completed or submitted their application.
Funnel Deadline Passed — sent to applicants with incomplete applications when the funnel deadline has passed. The application is archived automatically.
Acceptance Email — sent when an applicant is officially accepted into a program.
Rejection Emails — sent when an application is rejected. Multiple rejection email types can be created to provide more tailored communication depending on the reason for rejection.

Startup

Emails sent to startup founders or teams that are part of your incubator:

Meeting Booked Confirmation (Startup) — sent to a startup when a meeting is booked with a staff member, coach, mentor, expert, or admin.
Meeting Booked Confirmation (Host) — sent to the host when a startup books a meeting.
Meeting Canceled (Attendee) — sent to the startup when the meeting host or admin cancels a meeting.
Meeting Canceled (Host) — sent to the host when a startup or admin cancels a meeting.
Meeting Change by Startup — sent to the host when a startup reschedules a meeting.
Meeting Reschedule Request by Host — sent to a startup when the host wants to reschedule. The startup is asked to select a new slot based on the host's availability.
Meeting Rescheduled Confirmation — sent to all attendees when a meeting is rescheduled.
Data Collection Email — sent to a startup when they need to submit metrics data. Frequency is defined in your metrics settings.
Program Change Email — an acceptance email sent to a startup that is moved from one program to another. Each program has its own acceptance email.
New Mentor Assignment Email — sent to the startup and the mentor when a mentor is assigned. Including mentorship tips in this email is highly recommended.
Group Event Registration Confirmation — sent to a user registering for a group event.
Group Event Registration Confirmation (Host) — sent to hosts who have not integrated their calendar. The calendar event is attached to the email.
Group Event Update — sent to all registered users when changes to a group event are published.
Group Event Unregistration Confirmation — sent to a user who cancels their registration from a group event.
Group Event Unregistration by Another User — sent to a user when their registration is canceled by someone else.
Group Event Cancellation — sent to all attendees and hosts when a group event is canceled.
One-on-One Registration — sent to a user when they book a one-on-one event.
One-on-One Registration (Host) — sent to the host when a user books a one-on-one with them.
One-on-One Update — sent to all registered users when changes are made to a one-on-one session.
One-on-One Canceled by Attendee (to Attendee) — sent to other attendees when one attendee cancels.
One-on-One Canceled by Attendee (to Host) — sent to the host when an attendee cancels.
One-on-One Canceled by Host (to Attendee) — sent to attendees when the host cancels the meeting.

Notifications

Notification Digest — sent daily to users with a summary of activity for the day.

Onboarding

User Role Account Invitation — sent to a user when they are invited to join your AcceleratorApp instance. A separate invitation email can be configured per user role. New users will be prompted to activate their account upon receiving this email.

Best Practices

Use the Category filter to browse emails by type (e.g. Application, Rejection, Onboarding).
Use the search bar in the top-right corner to find a specific email by name.
Customize emails before going live. Review and personalize all transactional emails before launching your program — first impressions matter and generic system emails can feel impersonal.
Update language early. All emails default to English — if your program runs in another language, set aside time to translate and update the key touchpoints before your first cohort starts.
Use placeholders for personalization. Dynamic tags like {{first_name}} or {{startup_name}} make automated emails feel human even at scale.
Create multiple rejection email types. Tailored rejection messages by reason (e.g. "Out of Scope," "Market Fit") provide a much better founder experience than a single generic rejection.
Include mentorship tips in the mentor assignment email. This is one of the most impactful onboarding moments — use it to set expectations and encourage a strong start to the relationship.
Review the full list regularly. As your program evolves, new email triggers may become relevant — make sure all active touchpoints are configured and up to date.