Learn how to create a branded, user-friendly welcome email for internal Salesforce users using Classic Email Templates and Session Settings — available in the Spring ’25 release.
Overview
Salesforce’s Spring ’25 release introduced the ability to brand the Welcome Email for internal users. This is a simple but powerful way to improve adoption: a branded email with clear login and onboarding instructions reduces confusion, lowers IT support load, and reinforces company identity.
Business Use Case
Imagine a new hire receiving the generic Salesforce welcome message and being unsure how to verify their email, set a password, or find help. By sending a branded welcome email, you can include your logo, colors, tailored onboarding steps, and links to support resources so users get started confidently.
What You’ll Build
- A Classic HTML Email Template using a Classic Letterhead for full branding (logo, colors, formatting).
- Configuration to make this template the default Welcome Email for internal users via Session Settings.
Step 1 — Create a Classic Email Template
Classic Email Templates are still the supported format for this setting. To create the template:
- Click Setup.
- In Quick Find, type Classic Email Templates and click New.
- Choose HTML (using Classic Letterhead), name your template, mark Available For Use, select the Classic Letterhead you created, set encoding (ISO-8859-1), and set a clear subject such as Your Salesforce Login Details.
- In the body, include the merge field
{!NewUserWelcomeEmailLink}so each user receives a unique verification link to activate their account.
Step 2 — Set the Welcome Email Template in Session Settings
Once the template is ready, apply it as the default Welcome Email:
- Click Setup.
- In Quick Find, type Session Settings and open it.
- Locate the Welcome Email Template field and select your newly created Classic Email Template.
- Save the changes.
Proof of Concept
After this configuration, any new internal user created by an administrator will receive the branded welcome email with a link to activate their account and set their password. This reduces common support requests and delivers a professional onboarding experience.
Best Practices
- Use a Classic Letterhead for consistent branding (logo placement, colors, fonts).
- Include clear next steps: verify email, set password, enable MFA, and links to documentation or helpdesk.
- Test the template in a sandbox and with a variety of email clients before rolling out.
Conclusion — Why This Matters
Branded welcome emails are a small change with big impact: they make new users feel confident, reduce avoidable support requests, and align onboarding communications with your company brand. For Salesforce admins and developers, implementing this feature is low effort and high value — especially for organizations with frequent hiring or contractor onboarding.