Email Templates Guide

This guide provides a comprehensive overview of all email templates used in the Trust Center ecosystem, covering both user-facing and admin notification emails.

Overview

The Trust Center uses a sophisticated email system to manage communication between end users, account managers, and administrators. All email templates are built to support English, German, and French depending on your default language.

Example Context in Screenshots

In the email template examples shown in this guide:

• Acme Inc = The admin/host organization (your company running the Trust Center)
• InReha = The customer company requesting access to Acme's Trust Center
• john.smith@inreha.net = End user from the requesting company (InReha employee)

This represents a typical B2B scenario where Acme Inc has a Trust Center, and InReha (a customer/partner company) is requesting access to compliance documents.

Email Flow Architecture

The Trust Center email system operates around three main user journeys:

1. New User Access Request - When someone requests access to the Trust Center
2. Account Management - Admin notifications for account and contact management
3. Access Management - Approval/rejection of document access requests

Email Templates Overview

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User-Facing Emails

These emails are sent directly to end users who interact with the Trust Center.

1. Magic Link Email

In the screenshot, an InReha employee has requested access to Acme Corporation's Trust Center. The email is branded with Acme's logo and provides a secure link to access the Trust Center hosted at trust.example.com.

Key Features:

• Secure 20-minute time-limited access
• One-time use token for security
• Clear call-to-action button
• Fallback URL for manual copy/paste
• Expiration timestamp with timezone

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2. Access Approved Email

In the screenshot, John from InReha has been approved for access to Acme Corporation's Trust Center with "All Restricted Documents" access level. The email welcomes him and provides a direct link to explore Acme's compliance documentation.

Key Features:

• Clear access level indication
• Next steps guidance
• Direct link to Trust Center
• Account details summary

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3. Access Rejected Email

In the screenshot, John from InReha has been denied access to Acme Corporation's Trust Center for documents including SOC 2 Report, ISO 27001 Certificate, and Privacy Policy. The email maintains a professional, empathetic tone while explaining next steps.

Key Features:

• List of requested documents
• Clear next steps and options
• Contact information for questions
• Future request guidance

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Admin Notification Emails

These emails are sent to account managers and administrators to notify them of activity requiring attention.

4. New Contact Notification Email

In the screenshot, Jane Doe (jane@acme.com) has been added as a new contact to the "InReha" account. Acme administrators receive this notification to inform them that InReha now has a new user who can access the Trust Center.

Key Features:

• Contact details (name and email)
• Company/account context
• Direct link to Admin Center
• No action required messaging

Note: This email is currently sent instead of new account emails while the Pro tier entitlement system is being developed. This prevents user confusion before the account approval workflow is fully implemented.

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5. New Contact Pending Approval Email

In the screenshot, a contact from InReha has been created but requires admin approval before they can access the Trust Center. This email includes document titles they've requested and provides a direct link for admins to review the pending contact.

Key Features:

• Contact details and requested documents
• Clear approval action required
• Direct link to Admin Center
• Support contact information

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6. New Account Approval Email

In the screenshot, "InReha" (the customer company) has created a new account with the email "abc@acme.com" (an InReha employee). Acme administrators receive this notification to review and approve the new account before InReha can access the Trust Center.

Key Features:

• Company name and requester email
• Direct link to Admin Center with search filters
• Clear call-to-action for review

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7. New Access Request Email

In the screenshot, John Smith (john.smith@acme.com) from InReha has requested access to specific documents (SOC 2 Type II Report and Privacy Policy). Acme administrators receive this notification to review and approve/deny the document access request.

Key Features:

• Contact information (name and email)
• List of requested documents
• Direct link to Admin Center for review
• Action required messaging

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