How to Email a Participant

The Kwiga platform offers several tools that allow you to send emails quickly and conveniently — either manually or automatically, to an individual participant or a group. You can notify them about a new lesson, send order-related instructions, or resend an activation email. This article will help you understand how and when to use each available method.

Remind Access to the Account

Sometimes, participants cannot log into their account or have forgotten their password. In such cases, you can manually send an email with a temporary login link. It’s convenient and quick—the participant will receive an email with a button that allows them to log in without a password or code.

In the card of the desired contact, click Remind Access to Account.

The participant will receive an email containing a temporary link that will be active for 20 minutes—enough time for the user to log in and continue learning quickly.

Example of an account access reminder email:

Resend the Activation Email

If a participant has not confirmed their email or lost the registration email, you can quickly resend it.

1. Go to the CRM → Contacts section.

2. Find the desired participant by email or name. Check the box next to this participant.

3. Click the Bulk Actions button.

4. Choose the action: Contacts → Send Activation Email.

Once the email is sent, click Continue.

This way, the participant will receive an email from your school and can follow the link to log into their profile.

What the system activation email template looks like:

Sending an Email via Campaigns

This tool is useful when you need to send information not just to one participant, but to an entire group or even all clients. Campaigns are a flexible tool for reminders, greetings, instructions, or promotional messages. You can create a template once and use it for one-time or regular communications.

1. Go to the Email campaigns section → Email mailing.

2. Click + New Campaign.

3. Add the Campaign Name and select the list of participants who should receive the mailing. If needed, you can create a list with just one contact.

Note: You can create campaigns for a segment or for a static (regular) contact list. If you’re unsure which type to choose, we recommend using a static list — it’s more convenient, especially for one-time newsletters.

4. Create or select the desired email template.

5. Configure when to send the mailing, and either schedule it or send it immediately.

Pre-prepared templates help save time and ensure consistency in communication. You can have separate templates for each type of situation — this will make your communication professional and pleasant for participants.

Sending an Email via Orders

This method is best suited for situations involving payment, invoices, or order details. All orders already contain contact information, so you can easily send the appropriate message directly from the order card. For example, you can send an email with a payment link — provided there is an unpaid invoice in the order.

1. Go to the CRM section → Contacts.

2. Find the desired participant by email or name and open their contact card.

3. Go to the Orders tab.

4. Select the desired order from the list or create a new one, and add an unpaid payment.

5. In the order card, at the bottom, find the unpaid payment and click the envelope icon to Send Email.

6. Choose a template, for example – “Notification that a payment has been added,” and enter the subject of the email if needed.

7. Click Send.

More details about creating orders you will find in a separate article.

Automated Emails About New Lesson Openings

Kwiga automatically sends emails to participants when a new lesson becomes available to them. The email includes the lesson title and a button with a link to the platform.

If you’re adding a new lesson to an ongoing course and want participants to receive a notification — simply set the lesson opening time to a little later than the time it was added. For example, if you add the lesson today at 12:00, set the opening time to 13:00 or later.

Note: The system sends automated emails only if the lesson opening time is clearly specified and at least 30 minutes delayed. This gives the platform enough time to generate and send the notification.

More details about configuring delays are available in a separate article.

This approach keeps participants informed with minimal effort and makes the learning experience more structured and comfortable.