We wanted to:
- improve the email we currently send to users who are added to an organisation
- create an email to send to users who are removed from an organisation
We did this work alongside the renaming in the service of:
- ‘invite user’ to ‘add user’
- ‘delete user’ to ‘remove user’
What we did
When a user is added to an organisation, they’ll receive an email telling them:
- who added them (if it was a colleague, not a member of the support team)
- which organisation they’ve been added to
- what additional permissions they’ve been given
- how to sign in if they have a DfE Sign-in account
- that they should have received an email if they do not have a DfE Sign-in account
We’ve removed content from the current email which welcomes the user to the service. They may already be using the service for a different organisation.
The current email does not tell the user who added them. We think this is useful information so that:
- they know who to talk to within their organisation if they have questions
- they’re reassured that this is a legitimate email rather than spam
The current email also does not list the user’s additional permissions. Doing so will help the user to understand what they’ll be able to do once they sign in.
If a member of the support team added the user, the subject and opening sentence will say “You’ve been added to ((organisation))”.
- Subject
- ((user_who_invited)) has added you to ((organisation)) – manage teacher training applications
Dear ((name))
((user_who_invited)) has added you to ((organisation)). You can now manage their teacher training applications.
You have permission to:
- manage users
- manage organisation permissions
- manage interviews
- make offers and reject applications
- view criminal record and professional misconduct information
- view sex, disability and ethnicity information
Sign in to manage applications
If you have a DfE Sign-in account, you can use it to sign in:
((link))
If you do not have a DfE Sign-in account, check your inbox for an email telling you how to create one.
Get help, give feedback or report a problem
For an overview of Manage teacher training applications, see our Service guidance.
You can also contact us at becomingateacher@digital.education.gov.uk.
When a user is removed from an organisation, they’ll receive an email telling them:
- who removed them (if it was a colleague, not a member of the support team)
- which organisation they’ve been removed from
If a member of the support team removed the user, the subject and opening sentence will say “You’ve been removed from ((organisation))”.
- Subject
- ((user_who_deleted)) has removed you from ((organisation)) – manage teacher training applications
Dear ((name))
((user_who_deleted)) has removed you from ((organisation)). You can no longer manage their teacher training applications.
Get help, give feedback or report a problem
For an overview of Manage teacher training applications, see our Service guidance.
You can also contact us at becomingateacher@digital.education.gov.uk.
Further considerations
We considered:
- listing permissions which the user has not been given
- tailoring the information about DfE Sign-in depending on the user’s circumstances
Listing permissions which the user has not been given
We decided only to list the permissions which the user has been given.
Listing permissions which a user has not been given would:
- make the email longer, pushing the information about DfE Sign-in further down
- possibly confuse the user, since they should not need to know about permissions which they have not been given
Tailoring the information about DfE Sign-in
We cannot tell whether the user already has a DfE Sign-in account, but we could assume that they do if they already belong to another organisation. We could choose not to show them the content about looking for an email from DfE Sign-in.
Making this assumption would create issues if a user was invited to more than one organisation in a short period of time. The email for the second organisation would not show the content about the DfE Sign-in email.
We would therefore need to check if the user had already signed in to manage the organisation they already belong to. If they had done so then we could hide the content about the DfE Sign-in email.
Since most users only belong to one organisation, we decided that it is not necessary to add this complexity to the service.