The Communications Library allows admins to customize and manage all operational communications sent from OutThink; including training invitations, reminders, manager escalations, and follow-up emails.
With this feature, admins gain full control over message content (and coming soon: timing, and branding), allowing communications to better align with their company’s tone and voice.
You can now tailor your email messaging to boost employee engagement, maintain brand consistency, and improve the effectiveness of training and phishing campaigns.
How does it work?
The feature is accessible via a new “Communication” tab in the Content Library. Here, you can:
- View all available communication templates for your organization.
- Edit email and nudges using their respective studios.
- Insert dynamic variables to personalize messages.
- Preview and test-send emails before publishing.
- See different versions per language and organization (L1/L2).
- Translate communications into multiple languages.
- Reflect company branding using custom fonts, colors, and logos. Coming soon
- Adjust timing and trigger rules (e.g. when reminders or escalations are sent). Coming soon
Each tenant has their own set of templates, and visibility is controlled by admin level:
- L1 admins can view and edit templates for their sub-organizations. L2 admins can view them.
- If L2 content management is enabled, L2 admins can view/edit their own org’s templates.
Once the edits have been made, you can Send a test via Email and Teams channel to see your message in action. Save for multiple orgs at one, and can publish for them to be visible in all campaigns.
Considerations:
- The edits made will apply for all campaigns, so keep the message relevant for a general purpose, or remember to tailor communications accordingly before launching a new campaign.
- The Communications Library is separate from Nudges and Phishing Message newsletters, which are covered under different features.
Variables that you can include in communications:
| Emails variables | Nudges variables | Variable | Example |
| {{OrganisationName}} | ${OrganisationName} | Name of the learner’s organisation. | OutThink |
| {{FooterOrganisation}} | ${FooterOrganisation} | Organisation name displayed in the email/footer. | Acme Corp |
| {{LearnerName}} | ${LearnerName} | Full name of the learner (first + last). | John Smith |
| {{FirstName}} | ${FirstName} | Learner’s first name only. | John |
| {{CompletedLessons}} | ${CompletedLessons} | Number of lessons the learner has completed. | 6 |
| {{CampaignOfficialName}} | ${CampaignOfficialName} | Full official name of the campaign. | Title of campaign |
| {{ResetHours}} | ${ResetHours} | Number of hours before the learner can retry. | 24 |
| {{NumberOfAttempts}} | ${NumberOfAttempts} | How many attempts the learner has made. | 3 |
| {{LearnerScore}} | ${LearnerScore} | Score achieved by the learner (e.g., in a quiz/assessment). | 50% |
| {{CampaignScore}} | ${CampaignScore} | Overall score for the learner’s campaign performance. | 58% |
| {{ManagerName}} | ${ManagerName} | Name of the learner’s manager. | John Doe |
| {{LevelName}} | ${LevelName} | Name of the learner’s assigned level in CyberIQ (e.g., Beginner, Advanced). | 5 |
| {{ReportedCount}} | ${ReportedCount} | Number of phishing simulations reported by the learner. | 6 |
| {{ClickedCount}} | ${ClickedCount} | Number of phishing simulations clicked by the learner. | 2 |
| {{TotalSimulations}} | ${TotalSimulations} | Total number of phishing simulations assigned to the learner. | 3 |
Future improvements: what’s coming soon
- At the moment only content entries can be edited, but we will be introducing a more flexible editor working with blocks. MJML knowledge won’t be required but is helpful for advanced editing.
- Org-level branding (colors, fonts, logos) will be pulled automatically from your Content & Branding settings.
- Queue management and analytics (pause/delete comms, delivery logs, open/click tracking)
- Changing the timing of reminder or escalation emails will be editable, set the timing rules for reminders when creating a new campaign. E.g. how many days before the deadline are managers notified about learners with uncompleted training.
Frequently asked questions
This is how some communications look:
