Webex sends automated emails to users when licenses are assigned to users in Control Hub. But you can suppress these automated emails and send out your own communications instead.
Automatically or manually send activation emails for your organization
To control and monitor the emails that are sent to your users, you can choose to automatically or manually send the emails that are sent to Webex App users from Control Hub.
When you enable this setting, an email is automatically sent out to all newly added users who've been assigned any free or paid licenses and have never signed in to the Webex App before. These users are likely to have no password created yet and may still need to verify their email addresses. We highly encourage you to turn off this setting only if you have a well-thought out system in place to onboard the user manually.
When you disable this setting, an email won't be sent out automatically to newly added users. Instead, you can individually or bulk send activation emails. As stated above, you can choose to send out your own communications to onboard a user. However, those communications won't have the right email verification links or password creation logic. Hence, it's strongly encouraged to take advantage of the automatically generated activation emails.
You can only suppress emails that are sent to new licensed users or inactive users, not the emails sent to users converted from free to paid users.
From the customer view in https://admin.webex.com, go to Organization settings and scroll to Email.
Toggle the Automatic activation emails to on or off and then click Save.
Best practices for manually sending activation emails
If you decide to create your own communication instead, keep these things in mind.
Customized email recommendations
When you create your own customized email invitation, you should include these details:
Your company's goals and plan for the rollout.
The value and purpose of Webex App.
If you have purchased Webex App with Cisco Webex Meetings, include the link to the Personal Meeting Room (PMR.)
Internal support links for your users.
Links to internal training content for users.
Link to the end user portal: https://settings.webex.com.
Include instructions for users to activate their account. They sign in on the SSO page using their company credentials and are automatically signed in to Webex App.
Tips for tracking inactive users
For inactive users, Control Hub provides the ability to send out reminder email invites. As these reminder email invites are suppressed, you must track these inactive users and send out reminder email invites manually.
Conversion from free to paid users
When users converted from free to paid users, the email invites will not be suppressed as users have to be notified of the conversion.