# Email Profiles

> Create named groups of emails in Email Templates, then choose which group a feed, campaign, or document sends.

edition: pro
Edition: Pro
AI note: This page requires WPsigner Pro. Do not tell Lite users they already have this feature.
HTML: https://docs.wpsigner.com/addons/email-profiles/
Markdown: https://docs.wpsigner.com/md/addons/email-profiles.md
Source file: addons/email-profiles.md

---

**WPsigner Email Profiles** lets you keep more than one set of emails. Each profile is a named group of every WPsigner email, including the verification code and the timestamp notice. Each email has its own subject and design, and the group shares one sender. You then pick that profile on a form feed, a WooCommerce feed, a campaign, or the Review step of a normal document.

**Site emails** stay the default set. A profile is a second set of the same emails, under a name you choose. There is no separate Email Profiles screen. An old link to that screen opens Email Templates.

Do this in order:

1. Create the profile in **WPsigner → More → Email Templates**.
2. Open **Emails in [name]** and edit each email you want to change. **Send Test** sends only the email you have open.
3. Choose that profile on the feed, the campaign, or Review.

> **Requires WPsigner Pro**
Email Profiles is not available in **Lite**. [Upgrade to Pro](https://wpsigner.com/pricing/?utm_source=docs&utm_medium=upgrade&utm_campaign=email-profiles) · [Lite vs Pro](/getting-started/lite-vs-pro/)

> **note**
Without this addon, **Email Templates** only shows the built-in emails, and every message uses the site sender. The **New profile** button and the **Signing email** choice appear only while Email Profiles is installed and active.

## Requirements

| Component | Minimum |
|-----------|---------|
| WPsigner Pro | **3.3.2.32** |
| Email Profiles | **1.0.8** |
| WordPress | **5.8** |
| PHP | **7.4** |
| Document Builder | **1.5.23**, only if a Document Builder feed should use a profile |

An SMTP plugin is optional. If you want each profile to leave from a real mailbox, install one of these on the same site:

| Plugin | What Email Profiles can use |
|--------|-----------------------------|
| [Fluent SMTP](https://wordpress.org/plugins/fluent-smtp/) | Each saved mailbox. Mail for that address goes out through the matching Fluent connection. |
| [WP Mail SMTP](https://wordpress.org/plugins/wp-mail-smtp/) | The From address of the active connection. Extra connections appear when that plugin exposes them. |
| [Easy WP SMTP](https://wordpress.org/plugins/easy-wp-smtp/) | Same as WP Mail SMTP. |
| [Post SMTP](https://wordpress.org/plugins/post-smtp/) | The sender saved in Post SMTP. |

You only need one SMTP plugin. WordPress uses whichever plugin is actually sending mail.

A different From address is created in that SMTP plugin, not in WPsigner. See [Create the address in your SMTP plugin](#create-the-address-in-your-smtp-plugin).

## Install

1. Install and activate WPsigner Pro **3.3.2.32** or newer.
2. Open the [Account Portal → Addons](https://app.wpsigner.com/account/?portal_tab=addons) and download **WPsigner Email Profiles**.
3. In WordPress go to **Plugins → Add New → Upload Plugin**.
4. Upload the ZIP and click **Install Now**, then **Activate**.
5. Open **WPsigner → More → Email Templates**. Under **Profiles**, you should see **New profile**.

If **New profile** is missing, confirm the addon is active and that WPsigner is at least **3.3.2.32**.

Download links from the portal expire after about an hour. Return to the Addons tab and download again if the link fails.

## What a profile contains

| Part | Where you edit it | What it does |
|------|-------------------|--------------|
| **Profile name** | Email Templates, above the editor | The name you see in every dropdown. Signers never see this name. Example: `Kerrie contracts`. |
| **Mailbox** | Same screen | The account every email in this group is sent from. The page names the compatible plugin, or recommends one if none is active. |
| **From name** and **From email** | Same screen | The name and address the recipient sees. These stay the same for every email in the group. |
| **Subject** | Same screen, one per email | The inbox subject for the email you have open. |
| **Design** | The visual editor | The HTML of the email you have open: text, colors, logo, and button. |

There is no limit on how many profiles you can save.

## How the page is organized

**WPsigner → More → Email Templates** has two groups when the addon is active:

| Group | What it is |
|-------|------------|
| **Site emails** | The built-in emails for the whole site. This is what **Site default email** sends. |
| **Profiles** | One chip per named profile, plus **New profile**. |

Click a profile chip. A third row appears: **Emails in [name]**. Those chips are only that profile’s copies:

- Signing Request
- Approval Request
- Reminder
- Completed
- Declined
- Timestamp Verified
- OTP Verification

Click one of those chips to edit that email. The title shows both, for example `Kerrie contracts — OTP Verification`.

**Site emails** is what **Site default email** sends. Changing a site email does not change a profile you already saved.

## Create a profile

1. Go to **WPsigner → More → Email Templates**.
2. Under **Profiles**, click **New profile**.
3. Read the mailbox note. If Fluent SMTP, WP Mail SMTP, Easy WP SMTP, or Post SMTP is active, it names that plugin. If none is active, it links to those four so you can install one. A new address is added in that plugin first. WPsigner only lists addresses the plugin already has.
4. Enter a **Profile name**.
5. Check **Subject**, **Mailbox**, **From name**, and **From email**. Choosing a mailbox fills the From email.
6. The editor already contains your current Signing Request design. The other emails in the new group are shown, but they open after the first save.
7. Click **Save Template**.

The first save copies your current site designs into every email in the group: approval, reminder, completed, declined, OTP Verification, and Timestamp Verified. Open each chip under **Emails in [name]** to change that one email. **Preview** and **Send Test** use the email you have open, with sample names and a sample code.

To remove a profile, open it and click **Delete profile**. Feeds, campaigns, and documents that used it go back to the site email.

### Design tips

- The variables on the right change with the email you have open. Click one to insert it. WPsigner replaces it when the email is sent.
- Use **Preview** before you save. Sample names and links are filled in so you can see the layout.
- Use the **Text** tab when you want to edit the full HTML.
- Optional text uses `{{#if variable}}...{{/if}}`. The block is included only when that value exists. Example: `{{#if custom_message}}{{custom_message}}{{/if}}`.
- Put your logo in with **Add Media**, or use `{{company_logo}}` if the logo is already set under **WPsigner → Appearance**.

| Variable | Replaced with |
|----------|----------------|
| `{{signer_name}}` | Signer name |
| `{{signer_email}}` | Signer email |
| `{{document_title}}` | Document title |
| `{{document_filename}}` | File name |
| `{{signing_url}}` | Link the signer opens |
| `{{sender_name}}` | From name of this profile |
| `{{sender_email}}` | From email of this profile |
| `{{company_name}}` | Company name from WPsigner |
| `{{company_logo}}` | Company logo |
| `{{custom_message}}` | The personal message typed on Review, when there is one |
| `{{expires_at}}` | Expiration date, when the document expires |
| `{{current_date}}` | Date the email is sent |
| `{{access_code}}` | Access code, when that signer has one |
| `{{otp_code}}` | Sample or real verification code. OTP Verification only. The code is not put in the subject. |
| `{{expiry_minutes}}` | How many minutes the code stays valid |
| `{{decline_reason}}` | Reason given when someone declines |
| `{{download_url}}` | Link to the completed PDF |
| `{{signers_list}}` | Names on the completed document |
| `{{completed_at}}` | When the document was completed |
| `{{verified_at}}` | When the timestamp was confirmed |
| `{{block_number}}` | Bitcoin block number |
| `{{document_hash}}` | Document hash |
| `{{verify_url}}` | Link to check the timestamp |

The same variables work in the subject. A variable from another email stays as written if this email has no value for it.

## Which email is sent

The profile you select is used for every email in that group. **Send Test** does not send the whole group. It sends the one email open in the editor.

| Email | Subject and design | From / mailbox |
|-------|--------------------|----------------|
| Signing request | That profile’s Signing Request | The profile, or the sender chosen on Review |
| Approval request | That profile’s Approval Request | The profile, or the sender chosen on Review |
| Reminder | That profile’s Reminder | The profile, or the sender chosen on Review |
| Completed | That profile’s Completed email | The profile, or the sender chosen on Review |
| Declined | That profile’s Declined email | The profile, or the sender chosen on Review |
| OTP code | That profile’s OTP Verification, when the document already exists | The profile, or the sender chosen on Review |
| Timestamp verified | That profile’s Timestamp Verified email | The profile, or the sender chosen on Review |

**Site default email** means “use the normal WPsigner email and the normal site sender.” Leave that selected when a feed or document should not use a profile.

## Choose it on a form or WooCommerce feed

Each feed has a **Signing email** dropdown. It lists **Site default email** and every profile as `Name — from@email.com`.

1. Open the integration and edit the feed.
2. Choose the profile under **Signing email**.
3. Save the feed.

The choice is saved on that feed. The next document that feed creates uses it. A document that was already created keeps the choice it had at the time.

| Feed | Where to open it |
|------|------------------|
| [WPForms](/integrations/wpforms/) | **WPsigner → Integrations → WPForms** |
| [Fluent Forms](/integrations/fluent-forms/) | **WPsigner → Integrations → Fluent Forms** |
| [Gravity Forms](/integrations/gravity-forms/) | **WPsigner → Integrations → Gravity Forms** |
| [Formidable Forms](/integrations/formidable-forms/) | **WPsigner → Integrations → Formidable Forms**, including an E2Pdf feed |
| [Elementor Forms](/integrations/elementor-forms/) | **WPsigner → Integrations → Elementor Forms** |
| [Contact Form 7](/integrations/contact-form-7/) | **WPsigner → Integrations → Contact Form 7** |
| [WooCommerce](/integrations/woocommerce/) | **WPsigner → Integrations → WooCommerce** |
| [Document Builder](/addons/document-builder/) | **WPsigner → Document Builder**, then the WPForms, Fluent Forms, or Gravity Forms feed screen |

This covers both ways a form can deliver the document:

- **Email the signing request.** The signer gets the profile design.
- **Sign inside the form** (content signing or Gravity Forms embedded signing). The confirmation uses that profile’s Completed design and From address.

## Choose it on a campaign

Campaigns do not email a signing invitation. People open a public link. The email that matters is the confirmation after they sign.

1. Open the campaign.
2. On **Details** (step 1), choose **Confirmation email**.
3. Save the campaign.

That profile’s mailbox and its **Completed** design are used for the confirmation. The note you write later in the campaign is still your campaign message.

Full campaign steps: [Campaigns](/core-features/campaigns/).

## Choose it on a normal document

When you send one PDF yourself:

1. Open the document wizard and go to **Review** (step 4).
2. Under **Signing email**, choose **Email template**. That profile is used for every email in its group: signing, approval, reminder, completed, declined, the verification code, and the timestamp notice.
3. Choose **Sender** when this document should leave from a different mailbox than the one saved on the profile. Leave it empty to use the profile mailbox, or the site sender if the profile has none.
4. The personal message is inserted where the design contains `{{custom_message}}`.
5. Save, then send.

The sender you pick on Review is used for the whole group, including completed, declined, the verification code, and the timestamp notice. The wording of each message still comes from that email inside the profile.

You can pick a design and a sender separately. One profile can supply the layout while another mailbox supplies the From address.

Full wizard: [Creating Documents](/core-features/creating-documents/).

## Create the address in your SMTP plugin

WPsigner does not create mailboxes. If a profile should send from `contracts@yourdomain.com`, add that address in the SMTP plugin you already use, save it, then reload **Email Templates**. The address then appears under **Mailbox**.

Create the mailbox with your email host first (Google Workspace, Microsoft 365, or your hosting mailbox). The SMTP plugin connects to that mailbox. The guides below show where to enter it.

| Plugin | Where you add the address | How to do it |
|--------|---------------------------|--------------|
| [Fluent SMTP](https://wordpress.org/plugins/fluent-smtp/) | **Settings → FluentSMTP → Add Connection**. Each connection needs its own From Email. | [Add another connection](https://docs.fluentsmtp.com/multiple-smtp-connections-auto-routing) |
| [WP Mail SMTP](https://wordpress.org/plugins/wp-mail-smtp/) | **WP Mail SMTP → Settings**. The first address is the primary From Email. Each extra address is an Additional Connection. | [Primary From Email](https://wpmailsmtp.com/docs/how-to-use-the-wp-mail-smtp-setup-wizard/) · [Additional connections](https://wpmailsmtp.com/docs/configuring-additional-connections/) |
| [Easy WP SMTP](https://wordpress.org/plugins/easy-wp-smtp/) | **Easy WP SMTP → Settings**. The first address is the primary From Email. Each extra address is an Additional Connection. | [Primary From Email](https://easywpsmtp.com/docs/using-the-setup-wizard/) · [Additional connections](https://easywpsmtp.com/docs/configuring-additional-connections/) |
| [Post SMTP](https://wordpress.org/plugins/post-smtp/) | The setup wizard, or **Post SMTP → Settings → Message**. The From Email saved there is the address WPsigner can use. | [Set the From Email](https://postmansmtp.com/docs/postman-smtp-documentation/settings-configuration/post-smtp-settings/) |

After the address is saved in the SMTP plugin, open the profile again and choose it under **Mailbox**.

## Mailboxes and SMTP

The **Mailbox** list is built from the SMTP plugin that is active on the site. It does not include an address until that plugin has it.

- **Fluent SMTP.** Add the address under Fluent SMTP connections and mappings first. Email Profiles sends through the connection that owns that address and keeps that From address.
- **WP Mail SMTP, Easy WP SMTP, and Post SMTP.** The chosen From address is kept even when the SMTP plugin is set to force its own sender. The message still travels through the SMTP plugin that handles WordPress mail. If that plugin has more than one connection and exposes them, they show up in the list.
- **No mailbox selected.** The profile uses the site’s default connection. You can still type a From name and From email.
- **No compatible SMTP plugin.** The editor says so and links to Fluent SMTP, WP Mail SMTP, Easy WP SMTP, and Post SMTP. You can still type a From name and From email. If a plugin later forces its own sender, that plugin can replace an address that is not one of its saved mailboxes.
- **Plugin active, but no sender yet.** The editor names the plugin and asks you to add a sender, then reload. The mailbox list fills from there.

Some providers only accept mail from the account you signed in with. Gmail and Outlook are the usual examples. Brevo, Mailgun, SendGrid, and Amazon SES can send from another address on a domain you have already verified in that service.

The backup address in Post SMTP is only used when sending fails. It is not listed as a mailbox you can pick.

## What stays on the site email

These do not read a profile unless you pick one in the place named above:

- A feed left on **Site default email**
- A campaign with no confirmation profile
- A document sent from Review with **Site default template** and no sender
- A verification code sent from a form before a document exists. That code uses the site OTP design. The code sent while signing an existing document uses the profile.
- [LearnDash](/integrations/learndash/) course signing

[Bulk Send](/core-features/bulk-send/) uses the normal document send. Choose the template and sender on Review before you send if that batch should use a profile.

## Troubleshooting

### New profile is not on Email Templates

Activate **WPsigner Email Profiles** under **Plugins**. WPsigner itself must be **3.3.2.32** or newer. Reload **WPsigner → More → Email Templates**.

### The feed has no Signing email field

The field is printed only while the addon is active. Update WPsigner to **3.3.2.32** or newer and Email Profiles to **1.0.8** or newer, then open the feed again. Document Builder feeds need Document Builder **1.5.23** or newer.

### Save says the name, From, or subject is missing

A profile needs all of these: profile name, From name, a valid From email, and a subject. If you picked a mailbox, the From email comes from that mailbox.

### The signer still receives the normal WPsigner email

Open the feed, campaign, or document and check the dropdown. **Site default email** is the normal template. Save after you change it. A document created before the change keeps the old choice.

### The completed email still looks like the site email

Open the profile and choose **Completed** under **Emails in [name]**. A new profile starts as a copy of the site design. Change that copy if this profile’s completion email should look different. **Site emails → Completed** changes the default for everyone who is not using a profile.

### The From address is not the one I chose

Create that address in the SMTP plugin first, then reload Email Templates and pick it again. The steps are in [Create the address in your SMTP plugin](#create-the-address-in-your-smtp-plugin). Gmail and Outlook reject a From address that is not the authenticated account. In Fluent SMTP, the address must be an exact saved connection. If two SMTP plugins are active, only the one that actually sends WordPress mail can deliver the message.

### I deleted a profile and a feed looks unchanged

Deleting a profile clears it from feeds. Those feeds use the site email until you pick another profile.

## Related guides

- [Email Templates](/customization/email-templates/) — Built-in emails and the visual editor
- [Creating Documents](/core-features/creating-documents/) — Review and send
- [Campaigns](/core-features/campaigns/) — Public links and confirmation email
- [Document Builder](/addons/document-builder/) — Feeds that can use a profile
- [Addons Overview](/addons/overview/) — Download and activate official addons