Who is this article for?

Administrators who wish to view or update the welcome email settings for Ideagen Hub and send welcome emails to users.

Hub Administrator permission is required.

Communication settings allow you to configure how Hub should be sending welcome emails. This gives you control over onboarding communications.

This article shows you where you can access these settings.

1. Accessing settings

To access welcome email settings:

1. Navigate to the Admin Console.
2. Select Settings.
3. Click Communication.

For customers set up before Release 6.0.0 (3 February 2026), the default setting is send welcome emails to "All users, automatically on activation", maintaining previous behavior. Hub sends a welcome email to the user automatically as soon as the user is created and activated. This applies to administrators and all other user roles.

For customers set up on or after Release 6.0.0, the default setting is send welcome emails to "Tenant admins automatically, all other users on demand". With this setting, only administrators receive a welcome email automatically; emails to other users must be sent manually from User Management.

Release 8.1.0 introduces a new setting to send welcome emails as "No users, send all emails on demand". With this setting, Hub will not send any welcome emails to any users automatically; emails to all users will be sent manually from User Management. Administrators can change this setting at any time.

2. Updating settings

To update welcome email settings, determine the most suitable setting for your organization and click on the radio button to select the option. Once selected, you should see a message indicating that the settings have been updated successfully.

After you have adjusted the settings:

• Changes will apply to new users created or activated after the new settings are in place
• Changes will also apply to users who are switching authentication type from internal to external and vice versa after the new settings are in place
• There will not be any automatic sending of historical welcome emails. If required, you can manually send the welcome emails via User Management.

3. Sending manual email

You can send welcome emails manually to individual users, selected users or all active users in the system. 

3.1. Single user

To send a welcome email manually to an individual user:

1. Navigate to the Admin Console.
2. Select User Management.
3. Click the Mail icon.
4. Repeat for each user as needed.

3.2 Selected users

To send a welcome email manually to selected users:

1. Navigate to the Admin Console.
2. Select User Management.
3. Please select the checkboxes next to the users you'd like to send a welcome email to, or use the checkbox in the header column to quickly select all users shown on this page. 

If you want to select users from multiple pages, you'll need to visit each page and make your selections there.

4. Select Send welcome email.

The welcome email will be sent to the selected users.

3.3. All users

To send a welcome email manually to all active users:

1. Navigate to the Admin Console.
2. Select User Management.
3. Open the Ellipses menu.
4. Click Send Welcome Email to All Users.