Welcome Email

When user extensions or administrator accounts are created, the system can automatically send a welcome or invite email to notify the new user and help them get started.

The behavior depends on the onboarding mode configured in System Preferences.

Onboarding Modes

Two onboarding modes are available, configured separately for administrators and end users in System Settings > Preferences:

Invite Link Mode (default for users)

A one-time invite link is sent to the user’s email address
The user clicks the link and sets their own password
The link expires after 72 hours
Email address is required when creating a user in this mode
Uses the invite_user or invite_admin email template

Temporary Password Mode (default for admins)

A temporary password is assigned (either specified by the admin or auto-generated)
On first login, the user is prompted to change their password
Email address is recommended but not strictly required; without it, the welcome email is skipped
Uses the welcome_user or welcome_admin email template

Global Welcome Email Settings

This page configures the legacy file-based welcome email template used in Temporary Password mode. For the newer database-backed templates (including invite templates), use the Email Templates page.

Enable Welcome Email: Controls whether a welcome email is sent when user extensions are created.

No: No welcome email is sent on user creation
Yes: Send a welcome email based on the template below

Template Variables

Use ${VARIABLE} placeholders in the template. Available variables:

Variable	Description
`${FIRST_NAME}`	Recipient first name
`${LAST_NAME}`	Recipient last name
`${EXT}`	Extension number
`${WEB_USER_NAME}`	Login username
`${WEB_PASSWORD}`	Temporary password (temppass mode; empty in invite mode)
`${WEB_INVITE_URL}`	One-time set-password URL (invite mode only)
`${PHONE_USER_NAME}`	SIP phone username
`${PHONE_PASSWORD}`	SIP phone password
`${VM_PIN}`	Voicemail PIN
`${VM_TO_EMAIL}`	Voicemail delivery email
`${VM_DELETE}`	Whether voicemail is deleted after delivery
`${DID}`	Direct inward dial number
`${EMAIL}`	User email address
`${DEPARTMENT}`	User department
`${SERVICE_FQDN}`	Server hostname
`${COMPANY_NAME}`	Organization name
`${CONNECT_ENABLED}`	Whether Connect is enabled for this user

Conditional Blocks

Use ${IF-VARIABLE}...${ELSE-VARIABLE}...${ENDIF-VARIABLE} for content that should only appear when a variable has a value. For example:

${IF-WEB_PASSWORD}
<p>Your temporary password: ${WEB_PASSWORD}</p>
<p>You will be asked to change it on first login.</p>
${ELSE-WEB_PASSWORD}
<p>Use the invite link sent to you to set your password.</p>
${ENDIF-WEB_PASSWORD}

Insert Variable

Click Insert Variable to select and insert a placeholder variable into the template at the cursor position.

Testing

Test Email Address: Enter an email address and click Send to send a test email using the current template. The test email is populated with sample data so you can verify the layout and formatting.

Tenant Override

This page configures the global (system-wide) default. Individual organizations can override the welcome email template via their organization settings. The system checks for a tenant-specific template first, then falls back to the global default.