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Modify mentors course and welcome emails (new platform and courses)Â #253
Hi @CeliGaroe, the site now has a new Emails section: WPCredits Program > Tools > Emails (https://wordpresseducation.org/wp-admin/admin.php?page=wpcpm-tool-emails&tab=templates). The Templates tab lists every email the site sends, grouped by area: Invitations, Mentor calls, Institutions, Semester reports and Sponsors. Administrators can open any of them, edit the subject and the text, check the preview, and use Send me a test to get a copy in their own inbox. Restore the original puts the shipped text back. Among them is the invitation the site sends a mentor about the account created for them on the site ("Invitation: mentor", under Invitations).
The welcome emails are still sent from Airtable for now, so they are not in the list yet. We would like to move them to the site as well. For that, could you share when each welcome email is sent (what sets it off), its current content, and the workflow around it? Moving them would also replace the mentor sign-up through the Airtable form with a sign-up form on the site.
Could you review the templates there, and note here anything you would like changed?
Thank @maciejpilarski ! For mentors, the Welcome email is sent when the Status in the Mentors AT table changes to 'Active'. You can see the trigger and the content of the email in the automation here: https://airtable.com/appIzQKfwTn5dyPVp/wfli8FE6SQw08Vdio (we cannot write it here to keep sensitive course access links save).
As the trigger is the same: making the mentors active, I think most of the content can be introduced in the 'Invitation: mentor' email, so they receive everything in one place. What do you think?
Thanks @CeliGaroe, agreed: one email in one place is better for mentors.
Next steps on our side: I'll take the welcome content from the automation you linked and fold it into the site's "Invitation: mentor" email, keeping the course access links in the site's template only, not here. Before it goes live, I'll share the new wording with you for review. Once the site sends it, we can switch off the Airtable automation, so mentors don't get two emails.
Hi @CeliGaroe, here is the new wording for the site's "Invitation: mentor" email, with the welcome email's content folded in. The course invitation links and the Drive folder stay in the site's template only; they are shown here as [private]. The site's usual password lines stay as they are.
Subject: [WordPress Education Dashboard] Welcome to the WordPress Credits Program as a mentor
Thank you, and congratulations on completing the WP Credits Mentors' course! You have been set up as a mentor on the WordPress Credits Program, and this is your account on the program site. Your students, their programs and the calls they book with you all live there.
Set your password using the link below, then check that your account details look right and publish the hours you are free. Students can't book a call with you until you have.
(the site's usual password link, username and login lines)
Your students:
https://wordpresseducation.org/mentor-dashboard/
As soon as the first students are assigned to you, you'll receive the introduction email connecting you with them.
Start here:
- Welcome to your Mentor Report Card: https://wordpresseducation.org/2026/08/03/welcome-to-your-mentor-report-card/
- Welcome to your Student Report Card (what your students see): https://wordpresseducation.org/2026/08/03/welcome-to-your-student-report-card/
The student courses, so you always know what is asked of your mentees. Join each with its invitation link to see it:
- WordPress Credits Foundations (the base course, for 150 hours or more)
Invitation link: [private]
Course page: https://learn.wordpress.org/course/wordpress-credits-foundations/
- WordPress Credits Dev Track
Invitation link: [private]
Course page: https://learn.wordpress.org/course/wordpress-credits-developer-track/
- WordPress Credits Design Track
Invitation link: [private]
Course page: https://learn.wordpress.org/course/wordpress-credits-designer-track/
- WordPress Credits: Intro to Contribution (short, easy contributions, for 50 hours)
Invitation link: [private]
Course page: https://learn.wordpress.org/course/wordpress-credits-intro-to-contribution/
Private Slack channel: we'll invite you to #wpcredits-private, where you can report updates and ask any questions that come up during your mentorship.
Discount codes for students' tools: you'll find them in the canvas in #wpcredits-private. Please share them only with your students, and only when they ask for each one.
Mentor resource folder: we've shared the Mentor resource Drive folder with you: [private]. Feel free to create your own subfolder for student follow-up notes and related resources.
If you have any questions, write to education@wordpressfoundation.org or ask in #wpcredits-private.
Thanks so much for your help, and a big hug,
The WordPress Credits Team
Two changes from the Airtable email: the "Don't you find your invitation email?" part is left out, since this email is the invitation and already says how to get a fresh password link; and questions go to education@wordpressfoundation.org or #wpcredits-private, because the invitations the site sends on its own have no reply address.
Once you're happy with it, I'll put it on the site, and then you can switch off the "Mentors 3 - Welcome" automation so mentors get one email. It reaches new mentors only: mentors who are already active won't get it again.
Hi @CeliGaroe, the welcome is now part of the site's "Invitation: mentor" email, live since 17 October: WPCredits Program > Tools > Emails > Templates > Invitation: mentor. It has the welcome email's content folded in, with the four course pages and the two Report Card welcome posts as links. The course invitation links and the Drive folder are typed into the template on the site only, never here. Could you open it there and check the wording, and note here anything you'd like changed?
For now, the Airtable "Mentors 3 - Welcome" automation stays on, because the site doesn't yet make mentors from applications. A mentor made Active in Airtable may get both emails until we switch the automation off on the day the site takes over.
Hi @maciejpilarski . I have reviewed and updated the mentors email in WordPress Education Platform. If I understood correctly, now the platform automatically updates to Active (also in AT) every mentor that has finished the Mentor Course and was marked as vetted-positive (as is stated in the screenshot). With that:
Can I turn off the Mentor welcome automation in AT and change the handbook? Thanks!
Activity
maciejpilarski commentedon Oct 14, 2026
Hi @CeliGaroe, the site now has a new Emails section: WPCredits Program > Tools > Emails (https://wordpresseducation.org/wp-admin/admin.php?page=wpcpm-tool-emails&tab=templates). The Templates tab lists every email the site sends, grouped by area: Invitations, Mentor calls, Institutions, Semester reports and Sponsors. Administrators can open any of them, edit the subject and the text, check the preview, and use Send me a test to get a copy in their own inbox. Restore the original puts the shipped text back. Among them is the invitation the site sends a mentor about the account created for them on the site ("Invitation: mentor", under Invitations).
The welcome emails are still sent from Airtable for now, so they are not in the list yet. We would like to move them to the site as well. For that, could you share when each welcome email is sent (what sets it off), its current content, and the workflow around it? Moving them would also replace the mentor sign-up through the Airtable form with a sign-up form on the site.
Could you review the templates there, and note here anything you would like changed?
CeliGaroe commentedon Oct 15, 2026
Thank @maciejpilarski ! For mentors, the Welcome email is sent when the Status in the Mentors AT table changes to 'Active'. You can see the trigger and the content of the email in the automation here: https://airtable.com/appIzQKfwTn5dyPVp/wfli8FE6SQw08Vdio (we cannot write it here to keep sensitive course access links save).
As the trigger is the same: making the mentors active, I think most of the content can be introduced in the 'Invitation: mentor' email, so they receive everything in one place. What do you think?
maciejpilarski commentedon Oct 15, 2026
Thanks @CeliGaroe, agreed: one email in one place is better for mentors.
Next steps on our side: I'll take the welcome content from the automation you linked and fold it into the site's "Invitation: mentor" email, keeping the course access links in the site's template only, not here. Before it goes live, I'll share the new wording with you for review. Once the site sends it, we can switch off the Airtable automation, so mentors don't get two emails.
maciejpilarski commentedon Oct 15, 2026
Hi @CeliGaroe, here is the new wording for the site's "Invitation: mentor" email, with the welcome email's content folded in. The course invitation links and the Drive folder stay in the site's template only; they are shown here as [private]. The site's usual password lines stay as they are.
Two changes from the Airtable email: the "Don't you find your invitation email?" part is left out, since this email is the invitation and already says how to get a fresh password link; and questions go to education@wordpressfoundation.org or #wpcredits-private, because the invitations the site sends on its own have no reply address.
Once you're happy with it, I'll put it on the site, and then you can switch off the "Mentors 3 - Welcome" automation so mentors get one email. It reaches new mentors only: mentors who are already active won't get it again.
maciejpilarski commentedon Oct 18, 2026
Hi @CeliGaroe, the welcome is now part of the site's "Invitation: mentor" email, live since 17 October: WPCredits Program > Tools > Emails > Templates > Invitation: mentor. It has the welcome email's content folded in, with the four course pages and the two Report Card welcome posts as links. The course invitation links and the Drive folder are typed into the template on the site only, never here. Could you open it there and check the wording, and note here anything you'd like changed?
For now, the Airtable "Mentors 3 - Welcome" automation stays on, because the site doesn't yet make mentors from applications. A mentor made Active in Airtable may get both emails until we switch the automation off on the day the site takes over.
CeliGaroe commentedon Oct 23, 2026
Hi @maciejpilarski . I have reviewed and updated the mentors email in WordPress Education Platform. If I understood correctly, now the platform automatically updates to Active (also in AT) every mentor that has finished the Mentor Course and was marked as vetted-positive (as is stated in the screenshot). With that: