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Customize Email Templates

JumpCloud sends emails to end-users to let them know when they need to change their password or when they've been locked out of their accounts after failed login attempts. You can customize these emails so that they look and sound more like your org.

Prerequisites

  • Email customization is a paid add-on. It's disabled for all new organizations by default. Contact your Account Manager or Customer Success Manager to enable it for your org.

Considerations

  • JumpCloud system-generated emails cannot have their sender address changed:
    • All automated messages, including user creation notifications, will always be sent from JumpCloud email domains and cannot be customized to use a customer-owned domain
    • Admins should ensure that the JumpCloud email domains are whitelisted so these messages do not go to Spam or Junk Mail folders
  • If the feature is not currently enabled for your organization, but you have previously customized email(s), you will see these templates in a read-only state under Settings > Customize Email in Admin Portal. Emails will continue to be sent to users with the existing customized content as displayed under the Settings > Customize Email page. Templates may be reverted to the JumpCloud default content at any time

Customizing Email Templates for Your Org​

Considerations

  • There is a maximum of 500 characters allowed in each field. If you have previously created a custom email with more than 500 characters, you will still have access to it, but you won't be able to add any additional characters. You will be able to edit the character count to be 500 or less
  • Non-Western characters are supported
  • HTML is not supported

You can customize the following email templates for your org:

  • Password Expiration Warning - Reminds users to reset their password before it expires.
  • Lockout Notice - Tells users when their account is locked out after multiple failed login attempts.
  • Password Expiration - Tells users that their password has expired and needs to be reset.
  • Password Reset Confirmation - Confirms a recent password change.
  • Password Reset - Asks users to activate their account or reset their password.
  • Activation Email - Asks new users to activate their account (includes a link to set their initial password).
  • Welcome Email - Google Workspace - Sent to users when they are bound to Google Workspace.
  • Welcome Email - M365/Azure AD - Sent to users when they are bound to M365/Azure AD.

You can customize content in the following Email Content fields:

  • Subject - Content for the email’s subject line.
  • Title - Content for the email’s title that appears at the top of the email.
  • Header - Content for the email’s header that appears after the title and before the message content.
  • Message - Content for the email’s message.
  • Button Label - Content for a button in the email that calls users to take an action, such as reset their password.
  • Footer - Content for the email’s footer that appears below the message content.

To customize an email template for your organization:

Important

If your data is stored outside of the US, check which login URL you should be using depending on your region. If your organization uses LDAP, RADIUS, or requires firewall allow list configuration, the Fully Qualified Domain Names (FQDNs) will also be region specific. See JumpCloud Data Centers for the URLs, FQDNs, and IP addresses.

  1. Log in to the JumpCloud Admin Portal.
  2. Go to Settings > Customize Email.
  3. Select the Email Template you want to customize.
  4. Adjust the email content as needed. Insert tokens to personalize emails with org and user details. Each template includes different editable fields.
note

Each customized email has a JumpCloud Required field generated by JumpCloud, to verify the contents of the email being sent. This field is not editable.

  1. After you edit fields, toggle Show preview to view the email content in Template Preview.
  2. If you add more than 500 characters to a field, you will receive an error message to reduce the character count.
  3. Click Save. The changes take effect immediately for all new emails sent by the template.
tip

Click Reset to clear your changes and return the template to the default JumpCloud content.

Customizing New User Welcome Emails​

You can customize the following new user welcome emails:

  • Activation Email
  • Welcome Email - Google Workspace
  • Welcome Email - M365/Azure AD

If an email is not customized, it can be sent generically. New tokens are created as needed.

note

When adding users via Entra sync or the API, a welcome email is sent to users, but that email is not customizable.

Using Tokens in Email Templates​

Tokens are variables that are replaced with attributes for your org or your JumpCloud managed users. You can add tokens to email templates to include content that's specific to your org and its users.

Considerations:

  • Tokens have to be included exactly as they appear in the following list or they appear as plain text in emails.
  • If you mistype a token, it appears as plain text in the Template Preview. Valid tokens appear as links.
  • If a token attribute isn't defined for your organization, the token appears as blank space in the email.

You can include the following tokens in your email templates:

#{admin_email_link}
This token is populated by your org's contact name and contact email and shows the contact name with a mailto link to the contact email. If you don't have both the contact name and contact email defined for your org, this token appears as a blank space in the email. You can update these on the Organization Profile tab in Settings. See Settings in the Admin Portal to learn more.

#{contact_email}
This token is populated by your org's contact email. If you don't have a contact email defined for your org, this token appears as a blank space in the email. You can update it on the Organization Profile tab in Settings. See Settings in the Admin Portal to learn more.

#{contact_name}
This token is populated by your org's contact name. If you don't have a contact name defined for your org, this token appears as a blank space in the email. You can update it on the Organization Profile tab in Settings. See Settings in the Admin Portal to learn more.

#{expiration_day}
This token is populated with a password's expiration date and is only available for the Password Expiration Warning template.

#{first_name}
This token is populated by the receiving user's first name. If you don't have a first name defined for the user, this token appears as a blank space in the email.

#{lockout_source}
This token identifies the source of the last login failure that triggered the Lockout Notice. This is either (1) the system display name of the user’s managed device, or (2) User Portal.

#{org_name}
This token is populated by your org's name. If you don't have a name defined for your org, this token appears as a blank space in the email. You can update your org's name on the Organization Profile tab in Settings. See Settings in the Admin Portal to learn more.

#{user_email}
This token is populated by the receiving user's email. This field is required, so it should always show in emails.

#{user_name}
This token is populated by the receiving user's JumpCloud username. This field is required, so it should always show in emails.

#{user_company_email}
This token is populated by the user's Company email. It is a required field, so it should always display. This token is only available for the Activation Email template.

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