Our Communication Guidelines
Qoezion communicates with team members via email in accordance with the following guidelines:
Notifications are sent only to verified email addresses. A recipient receives notifications only if they have a Qoezion account, which confirms that they have control over their email address. To create an account, teammates must verify their email address—a best practice for security and personal data protection. Local accounts with an email address provided by the organizer can only receive the following emails: an invitation to join the event and a schedule summary. Emails sent to local accounts are always initiated by the organizer (no automatic sending).
In the teammate’s language. All emails are available in six languages (French, English, German, Spanish, Italian, Dutch) and are automatically sent in the teammate’s language—or, if unavailable, the event’s language.
A clear sender. An event-related email is sent in the event’s name, while an organizational email is sent in your organization’s name. Each message is available in a text version and a fully formatted HTML version (logo, colors, poster), ensuring perfect display on all devices.
Controlled frequency. Notifications for messages and schedule updates are grouped and spaced out to avoid unnecessary emails.
One-click action. Each email redirects to the teammate space or the required action.
Summary of notifications
Description | |
|---|---|
Applications open | If you publish an event on Qoezion.com before the application form is open, volunteers can pre-register for the event. They will then receive this notification once applications open. |
Application registered | Confirmation sent when a volunteer has just applied for an event. |
Decision on your application (accepted / waitlist / declined / canceled) | The organizers update a teammate’s application status. |
Schedule summary | The organizer sends a summary of the schedule via email. This email is initiated only by the organizer (it is not sent automatically) and can be sent to a local account. |
Schedule update | An item in the teammate's schedule has been modified (addition or removal of shifts, change in shift hours). To avoid sending too many notifications, if the teammate has not logged in since the last notification, a new notification will not be sent for 24 hours. If they have logged in since then, they will be notified of any changes made after their last visit. |
New message | The organization sends a message to the teammate via the event or community messaging system. To avoid excessive notifications, no new notification will be sent if the team member has already been notified for this reason within the last 24 hours and still has unread messages. If they have read all their messages, or if more than 24 hours have passed, they will be notified again. |
Essential e-mails and invitations
Description | |
|---|---|
Account creation | Welcome email following the creation of an account on Qoezion. |
Verification code | Registration, email address change, or password reset. The code is valid for 20 minutes. |
Invitation o join the event | Message sent to local accounts, only if the organizer triggers the email. The teammate is invited to create an account on Qoezion if they don't already have one and to join the event. If the invitation is accepted, the local account becomes a standard account, with access to the teammate space. |
Automatic Deletion Notice | Message sent to accounts that have been inactive for nearly 3 years (reminders sent 90, 30, and 7 days before deletion). |