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For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide is part of the User Guides collection. It covers what Coverbase emails out and how to control it. For the vendor-facing invitation copy itself, see Step 8 of the Admin and setup guide.
Coverbase sends two kinds of email. Notifications go to your own team and are driven by things happening in the platform: a finding assigned to you, an assessment ready for review, an export finishing. Vendor emails go outside your organization: portal invitations, reminders, follow-up questions. Both kinds share one visual system, so a reminder to a vendor and a notification to an analyst look like they came from the same company. This guide covers what gets sent, who receives it, and the three levers you have over the appearance.

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What an email looks like

Every email is built from two pieces. The content is what that particular email says. The layout is everything around it: the background, the card, the header with your logo, the footer.
Example Coverbase notification email showing a finding assignment

A notification email. The heading, quoted text, and button all come from the shared layout, so every email in the platform uses the same type sizes and spacing.

Every email that points somewhere in the platform carries a button to that exact place. A finding notification opens that finding. An assessment reminder opens that assessment. You should never have to search for the thing an email is telling you about.

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Choosing a layout

Go to Configuration → Email Layouts. You set two layouts independently:
  • Internal is used for notifications to your own team.
  • External is used for vendor-facing email.
Setting them separately is useful when you want vendor email to carry heavy branding while internal notifications stay plain, or the reverse. Four layouts are available.

Branded Card

A bordered white card on a soft background, with your logo in the top left and the footer below the card. This is the default and the safest choice.

Minimal

A thin accent rule across the top, then content flush against the page with no card. Lighter, closer to a plain message.

Left Accent

A card with a solid bar of your brand color along its top edge. Use it when you want the color to carry more weight.

Plain

No card and no chrome, so it reads like mail from a person rather than from a system. Often the best choice for vendor email, where a heavily designed template can look like marketing and get ignored.
Branded Card layout

The same email in all four layouts. The content is identical; only the surrounding chrome changes.

Minimal layout

Minimal, Left Accent, and Plain.

Left Accent layout
Plain layout
Alongside the layout you can set: The preview on the right updates as you change settings. Send test email delivers the preview to your own address so you can check it in a real inbox. Do this before you roll a change out.

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Applying your own branding

Branding comes from what you have already set in Settings → Organization → Branding. You do not configure it a second time for email. Two logo slots exist there, and they are used differently:
  • The Full Logo is a wordmark, meaning a logo with your company name in it. It sits alone in the email header, since it already carries your name.
  • The Logo is a square icon. It appears next to your organization name as a pair, the same way it does in the platform’s left navigation.
If you have uploaded a wordmark, it is used. If not, the square icon and your organization name are used together.
Email header showing organization logo and name

An email header using the square logo paired with the organization name. This matches how the platform's own navigation renders the same logo.

The same branding applies to the header of your vendor portals and intake pages, so a vendor who receives your email and clicks through to your portal sees one consistent identity.
Org branding on emails and portals is released per organization. If your emails still show Coverbase branding and you would like your own applied, contact your Coverbase representative and they will enable it for you.
This covers logo, color, and layout. To send that branded email from your own domain instead of coverbase.ai, see White-labeling your vendor-facing domain.

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Who receives what

Each person controls their own notification delivery under Account → Notifications. Two things are separate there:
  • In-app notifications always appear in the bell menu. They cannot be switched off, because that list is the record of what happened.
  • Email is optional per notification type.
Some types are on by default and some are off, chosen to keep the default inbox useful rather than noisy. Anyone can change their own. You can also choose how email arrives:
  • Immediate sends each notification as it happens.
  • Digest collects your unread notifications and sends them on a schedule you pick, including the hour and time zone.
Even on digest, urgent items such as an overdue SLA or a direct mention can still be set to come through immediately.

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The notification catalog

These are the notifications your own team can receive. “Default” is the starting email setting for a new user; everyone can change their own.

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Assessments

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Findings and commitments

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Monitoring

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Vendors and portals

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Mentions and work

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Exports and system

Weekly digest email

The weekly digest. New vendors, new findings, and upcoming commitment due dates, each linking straight into the platform.

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Vendor-facing email

These go to people outside your organization and are not controlled by anyone’s personal notification settings. They use the External layout. The wording of portal invitations and follow-ups is yours to edit under Configuration → Email Templates, along with sender identity, reminder cadence, and attachments. See Step 8 of the Admin and setup guide.

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Contract and report email

Contract reminders are configured per organization and can be turned off for a single contract without affecting the rest. See Contract dates and reminders.
Contract renewal reminder email

A contract reminder. The dates sit in a labeled table rather than buried in a sentence.

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Common questions

An email went out looking wrong. What do I check first? Open Configuration → Email Layouts, confirm which layout the affected side (Internal or External) is set to, and use Send test email. That delivers exactly what a recipient would get. Someone says they are not getting emails. Check their Account → Notifications page first, since the setting is per person. If they are on digest, the email is batched rather than missing. Also check whether the address has bounced: a hard bounce suppresses future sends, and whoever triggered the original email receives an “Email failed to deliver” notification. Can I turn off email for my whole organization? Not in one switch. Email is a per-person setting, so one person’s preferences never change what a colleague receives. Our logo looks stretched or cropped. Check which slot it is in. The Logo slot expects a square image and the Full Logo slot expects a wide wordmark. A wide logo in the square slot is the usual cause.

White-labeling your vendor-facing domain

Send vendor email from your own subdomain instead of coverbase.ai.

Admin and setup guide

Step 8 covers the vendor email templates: sender identity, instructions, and reminder cadence.

Contract dates and reminders

Which contract dates send a reminder, and how to turn one off per contract.

Assignment, delegation and out of office

How group assignments and mentions reach the people who are notified.