Notifications in Engagement

Recognitions

Someone has sent you a recognition.
Someone has sent a recognition to a co-worker.
You have recognitions to give (quota for the month).
You have recognitions to give (days remaining).

News

You have been added to a news channel.
Someone has reacted to your post like/dislike.
Someone has commented on a post you created.
A new news post has been posted for a channel you are in.

Agile feedback

Someone has sent you agile feedback (evaluation).
You have agile feedback to give (days remaining).
When an agile feedback survey is created (to recipient).
Notify if one your team members has been evaluated or self-evaluated (manager only).

Ideas

Someone has reacted to your idea.
Someone has commented on your idea.

Operator name in email subject lines

All automated Engagement emails display the operator name at the beginning of the subject line. This helps recipients quickly recognise where the notification is coming from.

Example:
Mapal Coffee Co – Push Survey

This applies to all notification types, including recognitions, agile feedback, news, and ideas.

Branding

Email notifications also support operator branding within the email body. Organisations can customise the appearance of Engagement emails to reflect their identity, including:

Operator logo
Brand colours
Footer text or styling

These elements are applied consistently across all notification emails to support clarity, professionalism, and brand alignment. Email templates are optimized in formatting and readability to ensure that emails are recognisable, well-structured, and aligned with each organisation’s identity.

Operator-level email notification controls

Administrators have the ability to enable or disable outgoing email notifications at the operator level. This gives organisations more flexibility to manage which notifications are sent by email.

These settings are not configurable by end users. If you need changes to how email notifications are handled for your organization, please contact your Customer Success Manager (CSM) for assistance.

Removing login links from notifications (SSO-only customers)

For organisations that use Single Sign-On (SSO) to access Mapal One, it is possible to remove the standard login links that appear in Engagement email notifications. This option helps prevent confusion for users who log in exclusively via SSO and do not require direct access links.

If your organisation uses SSO and you would like this setting enabled, please contact your Customer Success Manager, who can activate it for your account.

Manage notifications in Mapal OS

Start from: The Mapal OS dashboard.

Select Open on the Configuration tile.
In the left-hand menu, select Notifications.

You will see a table listing all existing notification templates. From here, you can:

Edit an existing email template.
Create a new notification template.

Create or edit a template

Select Add (+) to open the New Template window. To edit, select a template from the list.
Complete the following fields:

Field	Description
Title*	Enter the internal name for the template. This title helps identify it later in the notifications list.
Type*	Choose the type of message this template will apply to (e.g., Welcome, Password Reset, Training Reminder).
Language*	Select the language for this message from the dropdown. You can create different versions of the same template in multiple languages.
Subject*	Enter the subject line that will appear in the email message.
Description	Write the main body of the email. Use the editor toolbar to format the text (bold, italics, lists, links). You can also upload images or files directly in this area to include attachments or embedded visuals in your message.

After filling in all mandatory fields, select Accept to save your new template or Cancel to discard changes.

Note: Custom templates override the default system messages for the same notification type. Password setup messages will always include a system-generated setup link at the bottom of the email.

Delete a notification template

You can remove unused or test templates to keep the Notifications list clear and easier to manage.

Locate the template you want to remove.
Use the action menu (three dots) at the end of the row and select Delete.

Confirm the deletion in the pop-up message.

Once deleted, the template is no longer available for selection or editing, which helps reduce the risk of selecting or sending an outdated template by mistake.

Multilingual notification templates

Mapal OS supports a wide range of languages for email notifications, allowing you to tailor messages to each user’s preferred language. When creating or editing a template, select the appropriate language from the Language dropdown in the New Template window.

Supported Languages

English
Spanish
French
German
Italian
Portuguese
Dutch
Danish
Swedish
Norwegian
Finnish
Bulgarian
Croatian
Czech
Hungarian
Polish
Romanian
Serbian
Slovakian
Slovenian

You can create one version per language. If a user’s preferred language does not have a custom version, Mapal OS automatically uses the English template.

Display a clickable confirmation link in the order email

Start from: The Easilys menu.

If the supplier receives the order email but does not click on the clickable confirmation link, your order will then remain in "Pending" status on the ORDER TRACKING screen of the application. It will therefore be impossible for you to receive the goods because the receipt voucher will not be generated on the RECEPTIONS screen.
Make sure to inform your supplier of this procedure, otherwise you might consider disabling the feature.

To enable this option:

Select the tabs Products > Suppliers.
Then select the supplier name for which you want to enable the option.The supplier file is displayed.
Select Edit.

Enable the option Display a clickable confirmation link in the order email.
Select Save.

In case a link has not been clicked by oversight, you can unlock your order yourself if you have the necessary permissions.

For this:

Select the tabs Supplier orders > Track orders.
Select the "Pending" order to unlock. You can use the Send status filter "Pending" to easily find the relevant order.
Select Send manually at the top right.

The order will then be considered as properly sent and the receipt voucher will be generated.

However, be careful to perform this manipulation only if you have had confirmation from the supplier that they have indeed received the order email.

Track the status of your orders

Start from: The Easilys menu.

Select supplier orders > track orders.

Note: You have filters, a search bar, and a reports button at the top right, allowing you to generate documents to check the status of orders.

Select an order to display its details and access the tracking of sending by email or fax, as well as options such as duplicating the order or printing the order form.

Order statuses in detail

Order statuses indicate the progress of each order.

“Not sent”: The order is still in the order basket on the supplier orders screen.
“Pending”: The order is no longer in the order basket on the “supplier orders” screen. It is pending sending. Sending may take a few seconds or several minutes. You can consider there is an issue with sending if the order has been pending for more than 30 minutes. For more information, see the article Why does an order remain in “Pending” status?
“Sent”: The order has been sent. The attached receipt is ready in the “receptions” screen.
“Received”: The order has been received. The receipt has been validated in the “receptions” screen.
“Refused”: This status is only used in the case of sending by EDI. The sending did not work.
“Error”: The order could not be sent. You can try to resend it when it is in error. For more information, see the article Manage an order in “Error” status.
“Cancelled”: The receipt that was linked to the sent order has been manually deleted.

Order creation modes in detail

You can filter the orders displayed on the screen, in the list, according to their creation mode. Note that each creation mode is represented by a different icon.

“Items”: The order was created manually from the “supplier orders” screen.
“Needs”: The order was generated automatically from the “order preparation” screen.
“Duplication”: The order comes from duplicating another order.
“Templates”: The order comes from using an order template.
“Stock”: The order is linked to a stock transfer.

Bulk send control

When selecting multiple orders to send at once, the system checks if any order in the batch requires external validation (for example, orders that must go through a manager or specific workflow).

If even one order requires validation, the bulk send option will be disabled. Those orders must first be validated individually before they can be sent. This ensures that external validations cannot be bypassed by sending in bulk.

Email notifications in Compliance

Start from: The Compliance dashboard.

Enable and disable email notifications

Select People > Users from the main menu.

Find the user you want to configure email notifications for and select Edit.

Scroll down to Notifications or select Notifications directly from the side menu.

Toggle On/Off the different email notifications you want the user to receive.

Select Save.

Notes: Only users with registered emails can enable notifications.

Available email notifications

Central users

On a central user you can see the following options for email notifications:

Weekly dashboard email: Summary of compliance performance for all locations.

Monthly summary central email: A comprehensive monthly report on compliance results.

Weekly locations summary central email: A weekly recap of compliance data from all locations.
Upcoming tasks for the next four weeks: Sent every Monday, this email reminds users about bigger or less frequent tasks (i.e., tasks not scheduled on a daily or weekly basis) for all sites that the central user is connected with.

Note: This email is turned off by default, and users must manually enable it in their profile.

Local users

On a local user you can see the following options for email notifications:

Daily registration email: A report of all the previous day’s registrations.
To-Do today morning email: A list of tasks due in the morning.
To-Do today afternoon email: A list of tasks due in the afternoon.
Weekly summary local email: A summary of compliance performance for the past week.
Monthly summary local email: A detailed compliance report for the past month.

Upcoming tasks for the next four weeks: Sent every Monday, this email reminds users about bigger or less frequent tasks (i.e., tasks not scheduled on a daily or weekly basis).

Note: This email is turned off by default, and users must manually enable it in their profile.

Deviation notifications

When a deviation is recorded, the user logging the deviation can assign one or more responsible users. Email notifications are sent automatically based on the assignment settings.

The automatic notification flow works as follows:

When a deviation is created and opened with assignees set, an email is sent immediately to all assigned users so they know they are responsible for reviewing and resolving it.
If new assignees are added later to an existing deviation, they are notified automatically when the change is saved, without needing any manual follow-up.
This behaviour applies whether there is a single assignee or multiple assignees on the deviation.

This ensures that everyone responsible for a deviation is informed at the right time, improves communication between teams, and reduces the risk of delays caused by missed notifications.

Understand the insights email

Note: this is a new feature that can be enabled for companies. If you’d like to receive insights emails, please get in touch with the Mapal Support team or your Customer Success Manager.

What you'll find in the email

The email has four sections:

An overview of compliance for your platform (this is the same as the data on your Flow dashboard).
A snapshot of the Compliance leaderboard for the entire company, so you can compare how your specific area or branch is doing.
The number of learners that have logged in.
The percentage of logins compared with the 7 days prior.

Select See more on any of the sections to be taken directly to that specific report in Flow.

Other useful information

If you have this feature enabled, every training and account manager in the company will receive the insights email.

The email is sent out every Tuesday from 10 AM GMT +00:00, although you may receive yours slightly later, depending on your position in the queue.

Please note that the email is currently only available in English.

Customise email content

Start from: The Flow Learning dashboard.

Select Company > Email Content.
Find and select the email template you wish to customise. You can do this by scrolling down the list, or using the Search and Filter icons on the top of the email templates list.

Select the Language from the dropdown menu to edit the email template for different languages.
Select the highlighted text boxes with the square and pencil icon to edit the content. A text editor will appear, with options to edit and format your text, as well as add images, links and embed videos.
Select Save when you finish editing your email template.

Available templates

Name	Description	Category
Appraisal overdue notification sent to the Trainee	First and last paragraphs of reminder that an appraisal is overdue, triggered at one day and seven days past due date. Please note the reviewer is BCC’d in to this email	Learner
Appraisals sign off notification sent to trainee	Notification sent to trainee when a training manager signs off the appraisals.	Learner
Appraisals Sign off notification sent to Training Manager	Notification sent to training manager when a trainee signs off the appraisals.	Manager
Booked by manager Training Calendar notification	Booked by manager Training Calendar notification.	Training Calendar
Cancelled Training Calendar notification.	Cancelled Training Calendar notification.	Training Calendar
Chosen Training Calendar notification	Chosen Training Calendar notification	Training Calendar
Common Email Footer	Use this field to set the default footer of email communications from your company.	Footer
Completed appraisals notification sent to Trainee	Notification sent to trainee when a training manager marks the appraisals as completed.	Learner
Confirmed Training Calendar notification	Confirmed Training Calendar notification.	Training Calendar
Existing Trainee Training instructions	First and last paragraphs of the training instructions sent to all existing trainees.	Learner
Flow Branch resource overdue alert	Notification sent to managers letting them know of any trainees who have unread Development items that are overdue.	Manager
Goal sign off notification sent to the Trainee	Notification sent to the trainee when a training manager signs off the goal.	Learner
Goal sign off notification sent to the Training Manager	Notification sent to the training manager when a trainee signs off the goal.	Manager
Invited Training Calendar notification	Invited Training Calendar notification.	Training Calendar
Launch email	First and last paragraphs of the launch email sent to trainees.	Learner
Manager second exam failed warning	Notification sent to managers letting them know of any trainees who have failed an exam twice.	Manager
New News Item	First and last paragraphs of the notification sent out when a new News item has been created.	Learner
New noticeboards notification	First and last paragraphs of the notification sent out when a new noticeboards item has been created.	Learner
New noticeboards reminder	First and last paragraphs of the reminder email for noticeboards items that are past the 'read by' date - note this date must be sent to trigger this email.	Learner
New trainee training instructions	First and last paragraphs of the training instructions sent to all new trainees.	Learner
Printed training instructions	First and last paragraphs of the training instructions available to print off from the system.	Learner
Refresher training email	First and last paragraphs of the training instructions sent to all trainees from the refresher training. Note if this is not set, the 'new trainee' or 'existing trainee' instructions email will be sent for new or existing trainees as default.	Learner
Refused Training Calendar notification	Refused Training Calendar notification.	Training Calendar
Social Media Email Footer	Use this field to set an additional footer above the default footer – used as a space for including social media info.	Footer
Trainee appraisals notification	First and last paragraphs of the notification sent out to the trainee when an appraisal has been created for them. Note the creator is BCC’d into this email.	Learner
Trainee appraisals reminder	First and last paragraphs of the reminder sent to the trainee that there is an upcoming appraisal in one week.	Learner
Trainee course dates change	First and last paragraphs of email sent out when the due date / start date of any courses they are on are changed.	Learner
Trainee External Trainings Notification	First and last paragraphs of External Trainings assigned to trainees when imported via feed process or through job titles. Note that manual assignment of External Trainings results in the new or existing training instructions emails above.	Learner
Trainee External Trainings Reminder	First and last paragraphs of reminder that the trainee has External Trainings due for completion in a week.	Learner
Trainee module due date reminder	First and last paragraphs of reminder that the trainee has a module completion date due in two days.	Learner
Trainee module overdue reminder	First and last paragraphs of reminder that the trainee has a module completion date one day in the past.	Learner
Trainee workbooks notification	First and last paragraphs of the notification sent out to the trainee when a workbook has been created for them. Note the creator is BCC’d into this email.	Learner
Trainee workbooks reminder	First and last paragraphs of the reminder sent to the trainee that there is an upcoming workbook in one week.	Learner
Training Calendar Reminder Notification	Training Calendar Reminder Notification.	Training Calendar
Training manager welcome email	First and last paragraphs of email sent to new training managers inviting them to choose their password for the management system.	Manager
Workbooks sign off notification sent to trainee	Notification sent to trainee when a training manager signs off the workbooks.	Learner
Workbooks Sign off notification sent to Training Manager	Notification sent to training manager when a trainee signs off the workbooks.	Manager

Link a learner (with multiple links)

Link accounts using your access email

If the learner already has an account on Mapal One, the system will detect that there are multiple profiles using the same email address. The access email will provide instructions for them to link their account.

Open your email app and view your access email .

Note: Contact Mapal support if you can't find the access email.

Select the Link accounts button in the email to connect your accounts.
You will be taken to a page where you can confirm and link to the other account.

Select Submit to link the accounts under your name and email.
Log in to Mapal One in the normal way using your email address and password. See Access Flow Learning as a learner for more information on logging in.

Switching between companies via browser

Scroll down and view your company name and logo on the company switcher. This tells you which company you are currently logged in to.
Select the current company logo, and a second company name and logo will pop up, with the ability to switch between them both.
Select which company you wish to view your training for, using the company switcher.

Switching between companies via the Mapal One app

Log in to Mapal One in the normal way using your email address and password.
From the Home page:

Select More
Scroll down and view the highlighted company name and logo on the company switcher. This tells you which company you are currently logged in to.
Select the current company logo, and a second company name and logo will pop up, with the ability to switch between them both.
Select which company you wish to view your training for, using the company switcher.

Link a learner (with multiple links) as a manager

Linking a learner on Mapal OS

Learners are linked automatically in Mapal OS. If you have any existing learners that remain unlinked, contact the Mapal Support team at [email protected].

Note for OS Source customers: The tile for linking learners is an internal read-only view and is not visible in your customer portal. Please contact your Customer Success Manager if you have questions or need assistance.

Linking a learner in Flow Learning

If you are not using Mapal OS, you can still link learners through the Flow Learning management system.

Starting From: The Flow Learning Dashboard.

Select Company > Learners.
Select the learner from the list that you know has a duplicated email address.

Learners often have another active profile on Flow (with another company) using the same email address.

If the learner's accounts have already been linked, 'Account created' will be set to 'Yes' on the learner's profile. This means they can log in to Mapal One and switch between all the companies they are linked to. See Link a learner (with multiple links) to see how a learner can switch between companies.

Check for duplicate emails using Feed Logs

If your company uses an HR / API link - you can check for duplicate emails in your Feed Logs. See Use the feed to check updates for more information.

There are two ways to locate and link learners together: Using 'Unlinked Learners' to link multiple learners in bulk; and using learner profiles to link learners individually.

Using 'Unlinked Learners' to link multiple learners in bulk

Select Company > User Settings
Select View to open the Unlinked Learners page and view a list of everyone on the system that needs to have their profiles linked.

Note: This function is only visible for Account Managers, therefore you may need to ask someone with those permissions within your company to action this.

Select the checkboxes to pick all the learners you wish to link together.
Select the three dots beside the learner's information to link learners

Select Link learners and a pop-up will appear confirming the learners you wish to link.
Select, Yes, Link to link the learners.

Note: At this point, learners will not be removed from the list, nor will account created change to 'yes' from this action - learners need to follow the instructions in the email to link their account (at which point they will no longer appear in the list and account created will show as yes).

Using learner profiles to link learners individually

Select Company > Learners.
Search for the learner’s name and select their profile.
Re-send the welcome email from within the learner's profile.

Note: The learner can then link their accounts together from within the welcome email, see below for what the email will look like:

After the learner has linked the accounts using the Link accounts button in the email, they can Log in to Mapal One in the normal way using their email address and password and from their profile, they can now switch between all the companies they are linked to. See Link a learner (with multiple links) to see how a learner can switch between companies.

Note:

The learner will not be able to view the profile of your company unless they are linked.
To deactivate a learner's previous profiles, this should be done directly via the company (by the learner).

Unlink a learner (user verification)

Starting from: Company > Learners > Learner profile

User verification on Mapal OS

For customers using Mapal OS as their main platform, the process of unlinking a learner before changing their email is not required. When an email address is updated in Mapal OS, it automatically syncs across the system, updating both the learner profile and the associated user account. This ensures that the correct email is reflected without requiring additional manual steps.

Permissions required to unlink learners

You'll need to have the right permissions set up to unlink learners. Only Account Managers have permission to perform this process.

Unlinking a learner to allow a change of email

There may be instances where a learner is unable to verify their account - for example, if they are added with an incorrect/invalid email address.

When the learner's email has not been updated and the learner has no way to verify their email address:

Select Unlink Learner on the learner profile overview.

This will remove the associated, unverified user account from the profile to allow the change of email to take place.

A pop-up will appear asking if you are sure you want to unlink the learner:

Select Confirm to unlink the learner OR select Cancel to return to the learner's profile.

Updating the email address

For companies that are manually managed, the email address can be amended immediately after the ‘Unlink Learner’ button is actioned.

Companies with an HR/API integration will need to wait for the next feed run before the email address is updated, this happens once every 24 hours. If any of the steps above do not work as expected, get in touch with your Customer Success Manager.