Help Center

# mail Invite and Send Personal Email

Various flexible notification options are available to invite participants to a session or to exchange messages via email as the collaboration progresses. These functions are located in the participant bar at the top left of the screen.

Expand Table of Contents

# Comparison of Notification Types

Clicking menu opens a menu with three entries for sending emails:

Function Sent Via Purpose
outgoing_mail Send Personal
        Email		 Your Email Client Custom text and personal communication.
event_upcoming Invite Portal Initial access including calendar entry (ICS).
add_alert Notify Portal Quick notification regarding updates/changes.

# outgoing_mail Send Personal Email

The "Send Personal Email" function allows you to contact participants directly using your own local email program (e.g., Outlook, Apple Mail, or Thunderbird). The main advantage: the message is sent from your usual sender address and will appear normally in your "Sent" folder.

# How to proceed

  1. Select the menu item. A new email window will automatically open in your local email client.
  2. The link to the session and basic information are already pre-formatted in the message body.
  3. Add your individual invitation text and send the email as usual.

Recommendation for Initial Contact

A personal message increases trustworthiness and ensures that your invitation is less likely to end up in spam filters compared to purely automated system emails.

# Selecting the Email Client

Since different applications process email data differently, please select the option in the dialog that matches your setup:

  • "Outlook" Option: Optimized for Microsoft Outlook (Desktop version).
  • "Other Apps" Option: For Apple Mail, Thunderbird, Windows Mail, etc.

Selecting the correct option ensures that recipient addresses and the subject line are correctly transferred to your email program, especially when addressing multiple recipients.

# Troubleshooting: Email Program Does Not Open?

If no application starts after clicking, or if the wrong program appears (e.g., not your configured Outlook), the Default App settings in your operating system must be adjusted.

Technical Background

The software uses so-called MAILTO links. For these to work, a default email application must be defined in the operating system.

# Solution for Windows:

To set the default app for email, follow these steps:

  1. Open the Windows Start Menu and select the Gear Icon (Settings).
  2. Navigate to Apps > Default Apps.
  3. Look for Email in the list and select your preferred program (e.g., Outlook).
  4. Advanced Search: Alternatively, search the settings for "Choose default apps by protocol" and assign your desired program to the MAILTO entry.

# event_upcoming Invite via Standard Email

The Standard Email is an automated invitation sent directly by the portal. This method is ideal for providing participants with quick access while simultaneously offering a calendar entry.

Availability

This function is available for all Group Sessions. It is not available for Ad-hoc Sessions, as these do not have pre-defined group members. Further information on session types

# Your Advantages at a Glance

  • Automatic Session Link: The session name is automatically included in the subject line and the link.
  • Integrated Calendar Entry: If a start and end date are defined for the session, an ICS file is automatically attached. Recipients can add the appointment to their personal calendar (Outlook, Google, Apple Mail, etc.) with a single click.
  • Personal Context: You are named in the email as the inviting person.
  • Own Copy: You will also receive this email, allowing you to save the appointment to your own calendar easily.

# How It Works & Details

As soon as you trigger the delivery, the system generates a structured email to all registered participants.

Element Description
Sender Sent via the portal's system address.
Content Standardized text including the session name and access link.
ICS Attachment Contains all appointment data and the session link directly in the calendar entry.

Note on Customization

Unlike the Personal Email, the Standard Email does not allow you to manually adjust the text or the sender address. It is designed for maximum efficiency and technical reliability (calendar synchronization).

# add_alert Notify via Standard Email

Using the "Notify via Standard Email" function, you can send a quick impulse to all other participants. This is particularly helpful for drawing attention to progress in the session without having to write a formal invitation or a detailed email.

# Ideal Use Case: Asynchronous Collaboration

If you are working on a project asynchronously (e.g., preparing a whiteboard or updating documents), this function serves as a "ping" to inform the rest of the group about your changes.

# How it works

  • One-Click Service: Clicking the Bell Icon add_alert in the menu triggers the delivery immediately.
  • Content: The portal automatically sends an email with the direct session link and a note stating that work has recently been performed in the session.
  • Flexibility: This function is available to all participants—not just facilitators. This allows everyone to decide individually when an update to the group is appropriate.

Best Practice: "Quick Update"

Use this function after editing content (e.g., after adding new text cards) so your colleagues know: "There’s something new to see here!"

← Enter and leave sessions →