Customize Your Hub's Welcome Emails

The welcome email is the message OBIE can send a new member with a link to set their password and get into your hub. Sending it is your choice: when you add someone, you decide whether that hub's welcome email goes out. What the email *says* is what you control here — subject line, HTML body, sender name, and reply-to address, all under Hub Settings → Welcome Emails. Leave the fields blank and OBIE uses its default template.

When it gets sent

There's no single automatic trigger — it's a per-hub choice at the moment access is granted.

• Adding a member by hand — the Create User dialog has a Send the {hub name} Welcome Email checkbox. It's off unless you check it, and if you're granting access to several hubs at once you choose which hubs' welcome emails to send.
• Importing a CSV — same choice, applied to every member in the import: check the option to send that hub's welcome email to each imported user, or leave it off and add them silently.
• Zapier and inbound webhooks — the welcome email is sent when the request grants hub access, unless the request explicitly turns it off with send_welcome_email: false.
• Offers — automatic, and it's a different email. Buying an offer always emails the customer their access details right away, using the offer's own access email rather than this welcome email. OBIE writes that access email by adapting your welcome email template, so the work you do here shapes it too.
• Any time afterward — send or resend it from a member's row on the hub's Users page, under Welcome Email.

So a quiet bulk import sends nothing, while a Zapier automation or an offer purchase sends without being asked. Worth knowing which mode you're in before you import two hundred people.

Edit the email

1. Open your hub, select Hub Settings, then Welcome Emails.

2. From Name — the display name recipients see in their inbox. Optional; defaults to your hub's name.

3. Reply-To Email — optional address that receives replies. It has to be verified before OBIE will use it. Both of these are covered step by step in Change Who Your Hub's Emails Come From.

4. Welcome Email Subject — plain text. Default: Welcome to {{hubName}} AI Hub!

5. Welcome Email Template — the body, edited in a rich HTML editor.

6. Select Save.

Use the variables

Variables are swapped in when the email is sent, so one template works for everyone. The available variables are listed under each field:

• Subject — {{hubName}}, {{userName}}
• Template — {{hubName}}, {{userName}}, {{resetUrl}}, {{hubUrl}}, {{ownerName}}

Write them with the double curly braces exactly as shown. A misspelled variable is left in the email as literal text, which is the most common mistake here.

Keep `{{resetUrl}}` in your template. That's the link the member uses to set their password and get in — without it, they have no way to finish signing up. The link expires after 72 hours; after that they can request a password reset from your hub's login page, which is what {{hubUrl}} is useful for.

What the default email says

The default template greets the member by name, tells them their access is ready, and gives them an ACCESS THE AI HUB button pointing at {{resetUrl}}, a note that the link expires in 72 hours, and a sign-off from {{ownerName}} — your organization's owner name. Rewriting it is worth the five minutes: this is the first thing a paying member sees from you.

Check it

Add yourself as a member with the send option checked, using an email address you control, then read the email that arrives. Confirm your sender name, your subject line, every variable resolved to real text, and that the button lets you set a password. If you need another copy, you can resend it from the member's row on your hub's Users page.