Unsubscribe Option for Email Notifications-Opt-Out

This article describes the feature that allows users to unsubscribe from non-essential email communications. This feature aims to improve user experience, ensure compliance with data privacy regulations, and reduce the volume of manual unsubscribe requests.

Setup & Configuration

Admin Side

To enable and configure the unsubscribe option, an administrator needs to follow these steps:

• A new setting will control if users are able to access email preferences. This setting will be deployed as off by default.

• Email categories are pre-defined and cannot be changed. The available categories are:

  • Important (Essential)

  • Promotional Emails (Non-essential)

  • Newsletter (Non-essential)

  • Product Updates (Non-essential)

• Admins can assign any category to the email templates on their system.

• Category selection options will be added to the following email setup pages:

  • The compose email page.

  • The email template page for automated system messages.

System-related emails (e.g., receipts, password resets, new account creation) are exempt from the unsubscribe functionality and cannot be disabled by administrators.

User Side: Managing Email Preferences

When the feature is enabled, users can manage their email preferences through an Email Preferences page within their account settings.

Users can access the Email Preferences page in two ways:

• By navigating to their account settings.

• By clicking the Unsubscribe link in the body or footer of any non-essential email.

On the Email Preferences page, users will find the following:

• Checkboxes for each email category: Users can select or deselect categories to manage their subscriptions.

• Popover icon (?): Clicking this icon next to a checkbox will display the category description.

• Select/Deselect All: An option to manage all checkboxes at once.

• Essential Categories: A list of essential email categories that cannot be unsubscribed from will be shown at the bottom of the page.

After making changes, the user must click the Save Changes button. A confirmation message will be displayed.

You can view the user-facing wiki article here.

Assigning Email Categories

When composing an email or editing an email template, administrators can assign an email category.

• If a non-essential category is selected, a message will clearly display to the admin that the user can opt out of receiving it.

• If an email is marked with a category that a user has unsubscribed from, the email will not be sent to that user.

• Emails marked with a category flagged as essential are always sent.

Best Practices & Considerations

• Develop a business rule for what is considered an "essential" vs. a "non-essential" email.

  • Essential emails are communications that all users should be made aware of, such as major announcements, road closures, or advisories for lot closures due to heavy snow.

  • Non-essential emails are those that a user can decide they don’t need, such as event notices for an upcoming open house or a sale at the school store.

• If the unsubscribe functionality is turned off after users have already unsubscribed, their subscription settings will be ignored, and they will receive all emails again.