> For the complete documentation index, see [llms.txt](https://docs.helpyousponsor.com/guides/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helpyousponsor.com/guides/core-features/communication-tools/auto-emails/custom-auto-emails.md).

# Custom Auto Emails

Use **Custom Auto Emails** when you need an automated email triggered by an event that is not covered by the default email templates. Custom templates are added to an existing auto email set and work the same way as the default templates.

Available custom triggers:

* **Notify donor of photo permission change** — sent when a recipient file permission is changed to public.
* **Notify Donor Of Future Sponsorship** — sent when a future sponsorship is set up for a donor.

## Create a Custom Email Template

1. Open **Auto Emails** from the sidebar.
2. Select **Create Custom Email Template**.
3. Choose the **Email Set** that should contain the template. The email set should be the one attached to the program the recipient belongs to.
4. Choose the **Trigger** — either **Notify donor of photo permission change** or **Notify Donor Of Future Sponsorship**.
5. Select **Create**.

<figure><img src="/files/HrEjJmm9sBjBhzbHR6C0" alt=""><figcaption><p>The Create Custom Email Template drawer lets you select the email set and trigger.</p></figcaption></figure>

The new template appears in the email set alongside the default templates. Select it to open the template editor and customize the subject and message using the Unlayer drag-drop editor and short codes.

<figure><img src="/files/HrEjJmm9sBjBhzbHR6C0" alt=""><figcaption><p>Custom templates appear alongside default templates in the email set card.</p></figcaption></figure>

## Set Up a Photo Permission Change Notification

Use this workflow when you want donors to receive an automatic email when a recipient file is made public. For example, if you upload a new photo of a recipient and want the sponsor to see it.

1. Open the recipient record from the **Recipients** table or a donor profile.
2. Select the **Files & Photos** tab.
3. Scroll to the **Manage Files** section and select the file you want to share.
4. Select the three-dot menu on the file and choose **Edit**.
5. Change the file permission to **Everyone**.
6. Choose whether to:
   * **Notify donors immediately** — the email is sent when the permission is saved.
   * **Schedule a date** — the permission changes on the scheduled date, and donors are notified then.
7. Select **Save**.

The custom email template with the **Notify donor of photo permission change** trigger is sent to all donors sponsoring the recipient.

## Permissions

Your role controls whether you can create, edit, or delete custom email templates. If the **Create Custom Email Template** button is missing, your account may not have the communications permission.

Custom templates can only be deleted from the template editor. Default templates cannot be deleted.

## Related Guides

* [Auto Emails](/guides/core-features/communication-tools/auto-emails.md)
* [Recipients Table](/guides/core-features/recipient-management/recipients-table.md)
* [File Management and Deleted File History](/guides/core-features/recipient-management/file-management-and-deleted-file-history.md)
* [Program Forms](/guides/core-features/program-management/program-forms.md)