Configure batch receipts, approval and rejection messages, and notifications for site administrators.
User Uploads guides
- Getting started
- Who can upload
- Links, QR codes and upload pages
- File limits and optimization
- Fields, labels and appearance
- Moderation and approvals
- Receipts and email notifications (this guide)
On this page
Edit the gallery and open User Uploads > Emails. Email collection and notification switches are separate settings: enable the relevant Email field under Fields when you want to contact the contributor.
Choose which messages to send
| Message | When it is sent |
|---|---|
| Batch receipt | When Send Receipt Emails is enabled and a contributor address is available. One plain-text receipt confirms the successful uploads in that batch, with pending or approved status. |
| Approval or rejection | When contributor moderation emails are enabled and the relevant action succeeds, individually or in bulk. The gallery’s approval/rejection templates are used. |
| Admin notification | When Send Admin Emails is enabled. This is separate from contributor confirmations and uses the admin email template. |
Configure a submission receipt
- Under Fields, show or require Email. Requiring it makes the address part of every completed form.
- Under Emails, enable Send Receipt Emails. Edit the receipt template if needed.
- Use
%upload_count%,%upload_label%,%gallery_name%and%status_message%for the supported receipt values. Save the gallery.
The receipt counts successful uploads only and includes no images or attachments. With moderation on, it confirms receipt for review; auto-approved uploads are confirmed as approved. A receipt is not a second promise of acceptance for files still awaiting review.
Customize moderation and admin messages
Enable the relevant contributor or admin email switch, then edit its template. Use the placeholder help shown beside that specific template: supported placeholders differ between receipt, approved, rejected and admin messages. For example, image previews belong to the applicable moderation email settings, not to the plain-text receipt.
The Use default template link replaces the current textarea content with the default. Save the gallery to keep that replacement. Copy any wording you want to retain before restoring a default.
Test the messages you enabled
- Submit a small image using your own test address and check the batch receipt if enabled.
- Approve a pending submission and check its approval message. For rejection testing, use a disposable test submission because rejection deletes the queued file.
- If you use bulk moderation or Auto Approve, test that path too and confirm the expected status wording.
- Confirm the admin notification arrives separately when enabled.
If an email does not arrive
- Check the contributor supplied a valid email and the intended switch is enabled for this gallery.
- Confirm the upload or moderation action actually succeeded and the gallery settings were saved.
- Check spam and your site’s mail-delivery logs or SMTP service. Plugin notification settings do not guarantee inbox delivery.
- On a LocalWP site, check Mailpit rather than expecting the message to arrive at an external inbox.
Related: Getting started and all guides · Try the upload demos.
