Communication & Support Tools
How to Customise the System Emails Sent to Businesses
Every time a Business Admin makes a submission, the DestinationCore system sends automated emails to keep them informed.
These messages can (and should) be customised- not only to reflect your tone of voice and branding, but also to make them
genuinely useful for the businesses you support.
What Emails Are Sent?
The system automatically sends emails when:
- A submission is received
- A submission is approved and goes live
- A submission is rejected, with your feedback included
These messages are fully editable- and a great opportunity to provide guidance, support, and up-to-date information.
How to Customise the Content
1. Go to Submissions > Manage Emails in the DCMS.
2. From this screen you can edit:
- Notification Logo or Image: Add your logo or campaign image
- Intro Text: Appears directly after the Business Admin’s name
- Outro Text: Appears before the footer and is ideal for reminders or signposting
You'll also see a live preview of the message layout after saving.
Make It Relevant to What’s Happening Now
Treat your system emails as a flexible communication tool- not a one-off setup task. Consider updating your intro and outro text
regularly to reflect current priorities in your destination:
- Promote initiatives: “Don’t forget to submit your entry for this year’s [Destination] Awards.”
- Encourage engagement: “Ask us about current funding opportunities for local businesses.”
- Support behaviour change: “Need help writing strong event listings? Check out our quick tips guide.”
Small additions like these can keep your Business Admins informed and connected- without any extra effort on their part.
Internal Notifications
At the bottom of the email management screen, you can add internal team members to receive alerts whenever a Business Admin
submits content. Useful for team visibility, holiday cover, or cross-departmental monitoring
Troubleshooting Common Login & Activation Issues
Even with a smooth onboarding process, Business Admins occasionally run into login or activation issues. Here’s a quick reference
for the most common problems- and how you can resolve them quickly.
Issue 1: Activation Link Has Expired
What’s happened?
The default activation link expires after 48 hours (unless your instance has been customised).
How to fix it:
Advise the user to go to the login page and click ‘Forgot password’. This will trigger a new activation email.
Tip: If you sent the original link manually, you can also repeat the “Copy Activation URL” process and send a fresh link.
Issue 2: User Says “The Link Doesn’t Work”
What’s happening?
In most cases, the user is either:
● Clicking on an expired link
● Copying only part of the URL (missing characters)
● Already activated and trying to reuse the link
How to fix it:
Ask them to try logging in directly using their email and password. If needed, they can reset it via the ‘Forgot password’ link.
Issue 3: Business Admin Can’t Log In After Activation
What’s happening?
In many cases, the user hasn’t been assigned to a business- so their account is valid, but they can’t access anything.
How to fix it:
Go to the Business Directory, find the relevant business, and use the ‘Submissions’ tab to assign the Business Admin.
Issue 4: They’ve Forgotten Their Password
What to do:
Direct them to the login page and ask them to use the ‘Forgot password’ link. This is the quickest and most secure method.
General Tips
● Always check if the user has activated their account. In the DCMS, go to Users- activated accounts show a green
indicator.
● If someone leaves the business, you can deactivate their account without deleting it- useful if they return later.
● When sending manual activation emails, include instructions about what to do if the link expires (see Article 2)
Every time a Business Admin makes a submission, the DestinationCore system sends automated emails to keep them informed.
These messages can (and should) be customised- not only to reflect your tone of voice and branding, but also to make them
genuinely useful for the businesses you support.
What Emails Are Sent?
The system automatically sends emails when:
- A submission is received
- A submission is approved and goes live
- A submission is rejected, with your feedback included
These messages are fully editable- and a great opportunity to provide guidance, support, and up-to-date information.
How to Customise the Content
1. Go to Submissions > Manage Emails in the DCMS.
2. From this screen you can edit:
- Notification Logo or Image: Add your logo or campaign image
- Intro Text: Appears directly after the Business Admin’s name
- Outro Text: Appears before the footer and is ideal for reminders or signposting
You'll also see a live preview of the message layout after saving.
Make It Relevant to What’s Happening Now
Treat your system emails as a flexible communication tool- not a one-off setup task. Consider updating your intro and outro text
regularly to reflect current priorities in your destination:
- Promote initiatives: “Don’t forget to submit your entry for this year’s [Destination] Awards.”
- Encourage engagement: “Ask us about current funding opportunities for local businesses.”
- Support behaviour change: “Need help writing strong event listings? Check out our quick tips guide.”
Small additions like these can keep your Business Admins informed and connected- without any extra effort on their part.
Internal Notifications
At the bottom of the email management screen, you can add internal team members to receive alerts whenever a Business Admin
submits content. Useful for team visibility, holiday cover, or cross-departmental monitoring
Troubleshooting Common Login & Activation Issues
Even with a smooth onboarding process, Business Admins occasionally run into login or activation issues. Here’s a quick reference
for the most common problems- and how you can resolve them quickly.
Issue 1: Activation Link Has Expired
What’s happened?
The default activation link expires after 48 hours (unless your instance has been customised).
How to fix it:
Advise the user to go to the login page and click ‘Forgot password’. This will trigger a new activation email.
Tip: If you sent the original link manually, you can also repeat the “Copy Activation URL” process and send a fresh link.
Issue 2: User Says “The Link Doesn’t Work”
What’s happening?
In most cases, the user is either:
● Clicking on an expired link
● Copying only part of the URL (missing characters)
● Already activated and trying to reuse the link
How to fix it:
Ask them to try logging in directly using their email and password. If needed, they can reset it via the ‘Forgot password’ link.
Issue 3: Business Admin Can’t Log In After Activation
What’s happening?
In many cases, the user hasn’t been assigned to a business- so their account is valid, but they can’t access anything.
How to fix it:
Go to the Business Directory, find the relevant business, and use the ‘Submissions’ tab to assign the Business Admin.
Issue 4: They’ve Forgotten Their Password
What to do:
Direct them to the login page and ask them to use the ‘Forgot password’ link. This is the quickest and most secure method.
General Tips
● Always check if the user has activated their account. In the DCMS, go to Users- activated accounts show a green
indicator.
● If someone leaves the business, you can deactivate their account without deleting it- useful if they return later.
● When sending manual activation emails, include instructions about what to do if the link expires (see Article 2)