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Getting your team ready to use Aconex: email templates

Copy and paste the templates below to notify external and internal teams about using Aconex, as well as providing learning opportunities.

While Aconex stores all the documents and files you may need for a project, its real magic is in allowing you to collaborate with people across teams, organizations, and locations.


But in order to get the most out of Aconex, it’s important to get the folks on each project ready to use the platform. We’ve designed these email templates so that it’s simple to reach out and get project participants up to speed so that when your project kicks off, everyone’s on the same page.

Email template 1: Participant advice for external project teams

Use this template to inform external (out of your organization) project participants that Aconex will be used on your project. We recommend sending this email as soon as your Aconex account is active.


Hi <NAME>,

[Your org’s name] has chosen to use Aconex for managing information on [project name]. Aconex is a secure, online platform for storing, managing and distributing all project information and can be accessed via any internet connection, 24/7. In order to use Aconex throughout the project, there are a few things you’ll need to do. Here’s how to get started:

Register your organization and users with Aconex

In order to access Aconex, your organization must register its details and create an account for each user. See Registering your organization for more information.

If your organization is already registered on Aconex, ask your Organization Administrator to set up an Aconex account. See Creating Users for more information.

Notify [your org’s name]

Once your organization has been registered and the relevant user accounts have been created, notify [project contact] at [your org’s name] to get invited on the project.

Learn the Aconex basics

If you’re new to Aconex, we recommend spending some time on Support Central. Here, you can learn the basics via our Getting Started training, understand how to perform common tasks, and more. With videos, how-to guides, and even advanced training options, Support Central will help you get the most out of Aconex.

Additional support

Aconex provides 24/7 support throughout the globe. If you need assistance, get in touch with the Help Desk.


Email template 2: Notifying internal project participants

Use this template to let internal project participants know that Aconex will be used. We recommend sending this email as soon as your Organization Administrator has signed up new users, so that participants can log in, get familiar with the platform, and ask questions.


Hi <NAME>,

<COMPANY NAME> has decided to use Aconex on <PROJECT NAME>. Aconex is a secure, online platform for storing, managing and distributing all project information and can be accessed via any internet connection, 24/7.

We’ve already registered you as a user, and you should have received an email from Aconex with your details. If you have any questions, you can contact [ORG ADMIN NAME], who is your Aconex Organization Administrator and can help troubleshoot login questions.

Once you’ve settled into the platform, I recommend you visit Aconex Essentials, where you can learn more about  what Aconex is, why it’s a smart choice for projects, and how to perform the most common tasks.


Email template 3: Learning Options in Aconex - for all users

Use this template to provide project participants with learning options to enhance their Aconex experience. We recommend sending this email soon after you’ve notified participants that Aconex will be used.


Hi <NAME>,


Now that you’ll be using Aconex, I want to share a few training options that will help you build the skills necessary to get the most out of Aconex.


Aconex Essentials: Learn what Aconex is, why it’s a smart choice for projects, and how to perform the most common tasks.

Aconex Webinars: Choose from a collection of pre-recorded training webinars covering topics like the Aconex fundamentals, administration, managing multiple documents, and more.

Document Controllers, you’ll find our Managing multiple documents and Bulk processing sessions particularly helpful.

Support Central: Find more training courses, videos, and step-by-step guides on our help website, along with options for reaching Aconex’s 24/7 Help Desk.


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