Reference

Email Gallery

Every transactional email the portal sends, with a live preview of the exact HTML each recipient receives. Scroll through the catalog to see what your clients, notaries, and the admin team will see in their inboxes.

How delivery works

All emails route through the GoHighLevel /conversations/messages API. If the recipient does not yet have a GHL contact, one is created automatically with DND explicitly disabled. If a send fails because the contact is marked unsubscribed, the portal repairs the DND settings and retries once. This guarantees delivery for every address.

Fig. 1

Verification Code

Subject: Your GSP Portal Verification Code

When it is sent: Sent any time a user types their email on the client or notary sign-in page and submits. Also sent during sign-up verification. 6-digit code, expires in 10 minutes.
Recipient: The user who entered the email
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 2

Welcome Client

Subject: Welcome to Global Signing Partners

When it is sent: Sent once, immediately after a new client completes registration and verifies their email on /signup. Introduces the dashboard and tells them what they can do.
Recipient: The client who just signed up
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 3

Application Received (Notary)

Subject: Application Received - Global Signing Partners

When it is sent: Sent immediately after a signing agent submits the full application form at /apply. Confirms receipt and sets expectations for the compliance review timeline (3-5 business days).
Recipient: The notary applicant
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 4

Admin: New Signing Agent Application

Subject: New Signing Agent Application: Bryan Gates

When it is sent: Sent to the configured admin recipient (ADMIN_EMAIL) every time a signing agent submits the application form. Shows applicant details, quiz score, and which required documents were uploaded vs missing, with a link to the admin review page.
Recipient: ADMIN_EMAIL (currently set for testing / should be Eileen in production)
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 5

Notary Approved

Subject: Welcome - You're Approved!

When it is sent: Sent when an admin clicks "Approve & Activate" in the admin notary pipeline. Tells the signing agent they are now active and can log in to view assignments.
Recipient: The approved notary
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 6

Notary Rejected

Subject: Application Update - Global Signing Partners

When it is sent: Sent when an admin clicks "Reject (send email)" in the admin notary pipeline. Optional admin-provided reason is included.
Recipient: The rejected notary
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 7

Job Broadcast

Subject: New Signing Assignment Available - Order #ORD-12345

When it is sent: Sent to every active notary in the job region when a new order is broadcast. First to accept gets the job (the others will see it unavailable when they click).
Recipient: All active notaries matching the broadcast criteria
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 8

Order Assigned (to Notary)

Subject: You Got the Job! - Order #ORD-12345

When it is sent: Sent to a signing agent immediately after they successfully accept a broadcast. Includes the signing details, signer contact info, and a link to the signing documents.
Recipient: The notary who accepted the job
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 9

Signing Agent Assigned (to Client)

Subject: Signing Agent Assigned - Order #ORD-12345

When it is sent: Sent to the order submitter once a signing agent accepts the broadcast. Confirms the match.
Recipient: The order submitter (client)
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 10

Order Confirmed

Subject: Order Confirmed - Order #ORD-12345

When it is sent: Sent to the submitter when an order is created and a signing agent has been auto-assigned (as opposed to broadcast). This is the immediate confirmation.
Recipient: The order submitter
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 11

Signing Complete (Upload Scans)

Subject: Upload Scans Now - Order #ORD-12345

When it is sent: Sent to the signing agent when they mark the signing as complete. Reminds them to upload scanned documents and shows the upload deadline.
Recipient: The assigned notary
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 12

Scans Ready

Subject: Documents Ready for Download - Order #ORD-12345

When it is sent: Sent to the submitter and the signer when the signing agent uploads the signed scans. Includes a retention note (documents are removed 2 business days after upload).
Recipient: Order submitter + signer
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 13

Order Completed

Subject: Your Signing Order Is Complete - Order #ORD-12345

When it is sent: Sent to the submitter and signer when the order is moved to "Closed - Success". Final confirmation and thank-you.
Recipient: Order submitter + signer
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 14

Deadline Reminder

Subject: Deadline Reminder - Order #ORD-12345

When it is sent: Sent by the daily cron job (or hourly on Pro plan) at 24 hours and 1 hour before a signing agent scan upload deadline. Only sent once per reminder window per order.
Recipient: The notary with an upcoming deadline
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Fig. 15

Order Cancelled

Subject: Order Cancelled - Order #ORD-12345

When it is sent: Sent when an admin cancels an order from /admin/orders or when the auto-cancel cron job closes a past-deadline order. Includes the cancellation reason.
Recipient: Order submitter (and notary if one was assigned)
Delivery: GHL conversations/messages API. Auto-creates contact and repairs DND if necessary.

Source templates live in src/lib/email.ts. All templates share the navy branded header and footer.