# Edit the welcome email

> Go to Admin → Settings, open the welcome email under Onboarding emails, edit it for each language and select Save email. New employees get your version from then on.

- Product: Company admin › Company settings and reports
- Who can do this: Super admins, Admins with the manage roles permissions

- Where: Admin dashboard
- Last checked: 15 Oct 2026
- Web page: https://www.vantagecircle.com/en/help/company-admin/company-settings-and-reports/edit-the-welcome-email/

The welcome email is the first message a new employee gets when their account is created. It names every product your company uses. You'll find it in **Admin → Settings**, under **Onboarding emails**.

You need to be a super admin or have the **Manage roles** permission. Without it, the page says you don't have access.

## Steps

1. Go to **Admin → Settings** and select the welcome email under **Onboarding emails**.
2. If you see **Language**, choose the language to edit. Each language has its own version, and employees get the one in their language.
3. Edit the **Subject line**.
4. Edit the text in **Email layout**. Click a row to change or delete it.
   - Use the chips under **Add employee details** to add details, such as the employee's name, that are filled in when the email is sent.
   - Use **Add CTA** to add up to three buttons.
   - Use the chips under **Add Product Guide** to add a short section about a product, such as Pulse or Vantage Fit.
   - Under **Edit/Delete Image**, select **Upload** to change the picture.
5. Select **Preview** to check it, or **Send test email** to send it to yourself.
6. Select **Save email**.

The first time you save a language, a copy is made for your company. The Vantage Circle default doesn't change, and your company uses your copy from then on. You'll see **Email saved**.

## When it's sent

The welcome email goes out when an employee's account is created. Whether accounts are created and invitations sent when you upload employees depends on how uploads are set up for your company. See [Add, update or deactivate employees](/en/help/company-admin/employees-and-departments/add-update-or-deactivate-employees/).

## Good to know

- Leaving with unsaved changes asks you to confirm. So does switching the language, because it loads another saved email.
- Test emails go to your own address. You can send three every 5 minutes. After that you'll see "Limit reached. Please retry in 5 minutes."
- Other automatic emails live in each product's own **Emails** or **Settings** tab, not here.

## If something goes wrong

**"We could not send the test. Your email is unchanged."**
Try **Send test email** again later. Your edits are still on screen.

**"We could not load the preview."**
Only the preview failed. Your email is unchanged, so try **Preview** again.