diff --git a/apps/web/src/components/EmailTemplateEditor/EmailTemplateEditor.tsx b/apps/web/src/components/EmailTemplateEditor/EmailTemplateEditor.tsx
index 9b4731505..e342b4645 100644
--- a/apps/web/src/components/EmailTemplateEditor/EmailTemplateEditor.tsx
+++ b/apps/web/src/components/EmailTemplateEditor/EmailTemplateEditor.tsx
@@ -11,6 +11,8 @@ export type EmailTemplateEditorProps = {
   error?: string;
   /** Namespaces the control ids and test ids, so two editors can coexist on one page. */
   idPrefix: string;
+  /** The languages to offer in the language picker; defaults to all supported languages. */
+  languages?: readonly Language[];
   /** Omit to show the template read-only. */
   onChange?: (template: MailTemplate) => void;
   template: MailTemplate;
@@ -22,6 +24,7 @@ export type EmailTemplateEditorProps = {
 export const EmailTemplateEditor = ({
   error,
   idPrefix,
+  languages,
   onChange,
   template,
   variables = []
@@ -56,6 +59,7 @@ export const EmailTemplateEditor = ({
         <LanguageSelect
           data-testid={`${idPrefix}-language`}
           id={`${idPrefix}-language`}
+          options={languages}
           value={language}
           onChange={setLanguage}
         />
diff --git a/apps/web/src/components/GroupEmailTemplates/CreateTemplateForm.tsx b/apps/web/src/components/GroupEmailTemplates/CreateTemplateForm.tsx
index f5d49cd72..e49ff33fa 100644
--- a/apps/web/src/components/GroupEmailTemplates/CreateTemplateForm.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/CreateTemplateForm.tsx
@@ -2,15 +2,17 @@ import React from 'react';
 
 import { Button, Dialog, Heading, Input, Label } from '@douglasneuroinformatics/libui/components';
 import { useNotificationsStore, useTranslation } from '@douglasneuroinformatics/libui/hooks';
+import type { Language } from '@opendatacapture/schemas/core';
 import type { MailTemplate } from '@opendatacapture/schemas/mail';
 
 import { EmailTemplateEditor } from '@/components/EmailTemplateEditor';
 import { ASSIGNMENT_TEMPLATE_VARS } from '@/utils/email-template';
-import { LANGUAGE_LABELS, LANGUAGES } from '@/utils/language';
+import { LANGUAGE_LABELS } from '@/utils/language';
 
 const emptyTemplate = (): MailTemplate => ({ body: {}, subject: {} });
 
 export type CreateTemplateFormProps = {
+  activeLanguages: readonly Language[];
   isPending: boolean;
   /** Resolves true once the template is saved; the form clears only then. */
   onCreate: (name: string, template: MailTemplate) => Promise<boolean>;
@@ -18,7 +20,13 @@ export type CreateTemplateFormProps = {
   validateName: (name: string) => string | undefined;
 };
 
-export const CreateTemplateForm = ({ isPending, onCreate, validateContent, validateName }: CreateTemplateFormProps) => {
+export const CreateTemplateForm = ({
+  activeLanguages,
+  isPending,
+  onCreate,
+  validateContent,
+  validateName
+}: CreateTemplateFormProps) => {
   const { t } = useTranslation();
   const addNotification = useNotificationsStore((store) => store.addNotification);
   const formRef = React.useRef<HTMLFormElement>(null);
@@ -27,7 +35,7 @@ export const CreateTemplateForm = ({ isPending, onCreate, validateContent, valid
   const [isConfirmingMissingTranslations, setIsConfirmingMissingTranslations] = React.useState(false);
 
   const contentError = validateContent(draft);
-  const missingLanguages = LANGUAGES.filter((code) => !draft.body[code]?.trim());
+  const missingLanguages = activeLanguages.filter((code) => !draft.body[code]?.trim());
 
   const create = async () => {
     if (!(await onCreate(name.trim(), draft))) {
@@ -76,6 +84,7 @@ export const CreateTemplateForm = ({ isPending, onCreate, validateContent, valid
         <EmailTemplateEditor
           error={contentError}
           idPrefix="template-create"
+          languages={activeLanguages}
           template={draft}
           variables={ASSIGNMENT_TEMPLATE_VARS}
           onChange={setDraft}
diff --git a/apps/web/src/components/GroupEmailTemplates/EditTemplateDialog.tsx b/apps/web/src/components/GroupEmailTemplates/EditTemplateDialog.tsx
index 25956d4ee..2e169f98b 100644
--- a/apps/web/src/components/GroupEmailTemplates/EditTemplateDialog.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/EditTemplateDialog.tsx
@@ -2,6 +2,7 @@ import React from 'react';
 
 import { Button, Dialog, Input, Label } from '@douglasneuroinformatics/libui/components';
 import { useNotificationsStore, useTranslation } from '@douglasneuroinformatics/libui/hooks';
+import type { Language } from '@opendatacapture/schemas/core';
 import type { GroupEmailTemplate } from '@opendatacapture/schemas/group';
 import type { MailTemplate } from '@opendatacapture/schemas/mail';
 
@@ -9,6 +10,7 @@ import { EmailTemplateEditor } from '@/components/EmailTemplateEditor';
 import { ASSIGNMENT_TEMPLATE_VARS } from '@/utils/email-template';
 
 type EditTemplateFormProps = {
+  activeLanguages: readonly Language[];
   isPending: boolean;
   onCancel: () => void;
   onSave: (template: GroupEmailTemplate) => void;
@@ -18,6 +20,7 @@ type EditTemplateFormProps = {
 };
 
 const EditTemplateForm = ({
+  activeLanguages,
   isPending,
   onCancel,
   onSave,
@@ -62,6 +65,7 @@ const EditTemplateForm = ({
       <EmailTemplateEditor
         error={contentError}
         idPrefix="template-edit"
+        languages={activeLanguages}
         template={draft}
         variables={ASSIGNMENT_TEMPLATE_VARS}
         onChange={setDraft}
@@ -84,6 +88,7 @@ const EditTemplateForm = ({
 };
 
 export type EditTemplateDialogProps = {
+  activeLanguages: readonly Language[];
   isPending: boolean;
   onOpenChange: (open: boolean) => void;
   onSave: (template: GroupEmailTemplate) => void;
@@ -104,6 +109,7 @@ export const EditTemplateDialog = ({ template, ...props }: EditTemplateDialogPro
         {/* Mounted only while open, so the draft resets between templates. */}
         {template && (
           <EditTemplateForm
+            activeLanguages={props.activeLanguages}
             isPending={props.isPending}
             template={template}
             validateContent={props.validateContent}
diff --git a/apps/web/src/components/GroupEmailTemplates/GroupEmailTemplates.tsx b/apps/web/src/components/GroupEmailTemplates/GroupEmailTemplates.tsx
index b5d911281..1568f4bba 100644
--- a/apps/web/src/components/GroupEmailTemplates/GroupEmailTemplates.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/GroupEmailTemplates.tsx
@@ -9,6 +9,7 @@ import { isAxiosError } from 'axios';
 import { EyeIcon, PencilIcon, Trash2Icon } from 'lucide-react';
 
 import { groupQueryOptions, useGroupQuery } from '@/hooks/useGroupQuery';
+import { useSetupStateQuery } from '@/hooks/useSetupStateQuery';
 import { useUpdateGroupMutation } from '@/hooks/useUpdateGroupMutation';
 import { useAppStore } from '@/store';
 import { ASSIGNMENT_TEMPLATE_VARS, checkTemplateIssue } from '@/utils/email-template';
@@ -31,6 +32,8 @@ const EmptyState = ({ children }: EmptyStateProps) => (
 export const GroupEmailTemplates = () => {
   const { t } = useTranslation();
   const addNotification = useNotificationsStore((store) => store.addNotification);
+  const { data: setupState } = useSetupStateQuery();
+  const activeLanguages = setupState.activeLanguages;
   const currentGroup = useAppStore((store) => store.currentGroup);
   const groupId = currentGroup?.id;
   const queryClient = useQueryClient();
@@ -280,15 +283,21 @@ export const GroupEmailTemplates = () => {
       </div>
 
       <CreateTemplateForm
+        activeLanguages={activeLanguages}
         isPending={updateGroupMutation.isPending}
         validateContent={validateContent}
         validateName={(name) => validateName(name)}
         onCreate={handleCreate}
       />
 
-      <ViewDefaultTemplateDialog open={isViewingDefault} onOpenChange={setIsViewingDefault} />
+      <ViewDefaultTemplateDialog
+        activeLanguages={activeLanguages}
+        open={isViewingDefault}
+        onOpenChange={setIsViewingDefault}
+      />
 
       <EditTemplateDialog
+        activeLanguages={activeLanguages}
         isPending={updateGroupMutation.isPending}
         template={editing}
         validateContent={validateContent}
diff --git a/apps/web/src/components/GroupEmailTemplates/ViewDefaultTemplateDialog.tsx b/apps/web/src/components/GroupEmailTemplates/ViewDefaultTemplateDialog.tsx
index 0343048eb..f175684f7 100644
--- a/apps/web/src/components/GroupEmailTemplates/ViewDefaultTemplateDialog.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/ViewDefaultTemplateDialog.tsx
@@ -1,16 +1,18 @@
 import { Button, Dialog } from '@douglasneuroinformatics/libui/components';
 import { useTranslation } from '@douglasneuroinformatics/libui/hooks';
+import type { Language } from '@opendatacapture/schemas/core';
 import { DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE } from '@opendatacapture/schemas/mail';
 
 import { EmailTemplateEditor } from '@/components/EmailTemplateEditor';
 
 export type ViewDefaultTemplateDialogProps = {
+  activeLanguages: readonly Language[];
   onOpenChange: (open: boolean) => void;
   open: boolean;
 };
 
 /** Read-only view of the message sent when no custom template is active. */
-export const ViewDefaultTemplateDialog = ({ onOpenChange, open }: ViewDefaultTemplateDialogProps) => {
+export const ViewDefaultTemplateDialog = ({ activeLanguages, onOpenChange, open }: ViewDefaultTemplateDialogProps) => {
   const { t } = useTranslation();
   return (
     <Dialog open={open} onOpenChange={onOpenChange}>
@@ -31,7 +33,11 @@ export const ViewDefaultTemplateDialog = ({ onOpenChange, open }: ViewDefaultTem
             })}
           </Dialog.Description>
         </Dialog.Header>
-        <EmailTemplateEditor idPrefix="template-builtin" template={DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE} />
+        <EmailTemplateEditor
+          idPrefix="template-builtin"
+          languages={activeLanguages}
+          template={DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE}
+        />
         <Dialog.Footer>
           <Button type="button" variant="outline" onClick={() => onOpenChange(false)}>
             {t('core.close')}
diff --git a/apps/web/src/components/GroupEmailTemplates/__tests__/CreateTemplateForm.test.tsx b/apps/web/src/components/GroupEmailTemplates/__tests__/CreateTemplateForm.test.tsx
index a66cb5c3e..9fb4d9daf 100644
--- a/apps/web/src/components/GroupEmailTemplates/__tests__/CreateTemplateForm.test.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/__tests__/CreateTemplateForm.test.tsx
@@ -23,6 +23,7 @@ const renderForm = ({
 }: RenderOptions = {}) => {
   render(
     <CreateTemplateForm
+      activeLanguages={['en', 'fr']}
       isPending={isPending}
       validateContent={validateContent}
       validateName={validateName}
@@ -92,7 +93,7 @@ describe('CreateTemplateForm', () => {
     const { onCreate } = renderForm();
     fillEnglishOnly('Reminder');
     fireEvent.click(submitButton());
-    expect(screen.getByText('Warning: This template is missing translations for: Spanish, French.')).toBeTruthy();
+    expect(screen.getByText('Warning: This template is missing translations for: French.')).toBeTruthy();
     expect(onCreate).not.toHaveBeenCalled();
   });
 
@@ -116,11 +117,9 @@ describe('CreateTemplateForm', () => {
     expect(onCreate).not.toHaveBeenCalled();
   });
 
-  it('should create without a warning when every language is translated', () => {
+  it('should create without a warning when every active language is translated', () => {
     const { onCreate } = renderForm();
     fillEnglishOnly('Reminder');
-    switchLanguage('Spanish');
-    fillContent('Por favor', 'Abra {{url}} antes de {{expiresAt}}');
     switchLanguage('French');
     fillContent('Veuillez', 'Ouvrez {{url}} avant {{expiresAt}}');
     fireEvent.click(submitButton());
diff --git a/apps/web/src/components/GroupEmailTemplates/__tests__/EditTemplateDialog.test.tsx b/apps/web/src/components/GroupEmailTemplates/__tests__/EditTemplateDialog.test.tsx
index 957207219..ef88affac 100644
--- a/apps/web/src/components/GroupEmailTemplates/__tests__/EditTemplateDialog.test.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/__tests__/EditTemplateDialog.test.tsx
@@ -1,5 +1,6 @@
 import { useNotificationsStore } from '@douglasneuroinformatics/libui/hooks';
 import { i18n } from '@douglasneuroinformatics/libui/i18n';
+import type { Language } from '@opendatacapture/schemas/core';
 import type { GroupEmailTemplate } from '@opendatacapture/schemas/group';
 import type { MailTemplate } from '@opendatacapture/schemas/mail';
 import { cleanup, fireEvent, render, screen } from '@testing-library/react';
@@ -16,7 +17,11 @@ const template: GroupEmailTemplate = {
   subject: { en: 'Please complete' }
 };
 
+/** Spanish deliberately left out, so a test can tell a scoped picker from an unscoped one. */
+const ACTIVE_LANGUAGES: readonly Language[] = ['en', 'fr'];
+
 type RenderOptions = {
+  activeLanguages?: readonly Language[];
   isPending?: boolean;
   validateContent?: (template: MailTemplate) => string | undefined;
   validateName?: (name: string) => string | undefined;
@@ -24,6 +29,7 @@ type RenderOptions = {
 };
 
 const renderDialog = ({
+  activeLanguages = ACTIVE_LANGUAGES,
   isPending = false,
   validateContent = () => undefined,
   validateName = () => undefined,
@@ -33,6 +39,7 @@ const renderDialog = ({
   const onSave = vi.fn();
   render(
     <EditTemplateDialog
+      activeLanguages={activeLanguages}
       isPending={isPending}
       template={value}
       validateContent={validateContent}
diff --git a/apps/web/src/components/GroupEmailTemplates/__tests__/GroupEmailTemplates.test.tsx b/apps/web/src/components/GroupEmailTemplates/__tests__/GroupEmailTemplates.test.tsx
index f91a75355..0948927f2 100644
--- a/apps/web/src/components/GroupEmailTemplates/__tests__/GroupEmailTemplates.test.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/__tests__/GroupEmailTemplates.test.tsx
@@ -27,6 +27,10 @@ vi.mock('@/store', () => ({
   useAppStore: vi.fn((selector: (state: typeof store) => unknown) => selector(store))
 }));
 
+vi.mock('@/hooks/useSetupStateQuery', () => ({
+  useSetupStateQuery: () => ({ data: { activeLanguages: ['en', 'fr'] } })
+}));
+
 const reminder: GroupEmailTemplate = {
   body: { en: 'Open {{url}} before {{expiresAt}}' },
   id: 'tpl-a',
diff --git a/apps/web/src/components/GroupEmailTemplates/__tests__/ViewDefaultTemplateDialog.test.tsx b/apps/web/src/components/GroupEmailTemplates/__tests__/ViewDefaultTemplateDialog.test.tsx
index 0f1a75fe5..f5dee33d4 100644
--- a/apps/web/src/components/GroupEmailTemplates/__tests__/ViewDefaultTemplateDialog.test.tsx
+++ b/apps/web/src/components/GroupEmailTemplates/__tests__/ViewDefaultTemplateDialog.test.tsx
@@ -1,4 +1,5 @@
 import { i18n } from '@douglasneuroinformatics/libui/i18n';
+import type { Language } from '@opendatacapture/schemas/core';
 import { DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE } from '@opendatacapture/schemas/mail';
 import { cleanup, fireEvent, render, screen } from '@testing-library/react';
 import { afterEach, beforeEach, describe, expect, it, vi } from 'vitest';
@@ -7,6 +8,9 @@ import { ViewDefaultTemplateDialog } from '../ViewDefaultTemplateDialog';
 
 import '@/services/i18n';
 
+/** Spanish deliberately left out, so a test can tell a scoped picker from an unscoped one. */
+const ACTIVE_LANGUAGES: readonly Language[] = ['en', 'fr'];
+
 describe('ViewDefaultTemplateDialog', () => {
   beforeEach(() => {
     i18n.changeLanguage('en');
@@ -15,12 +19,12 @@ describe('ViewDefaultTemplateDialog', () => {
   afterEach(cleanup);
 
   it('should render nothing while closed', () => {
-    render(<ViewDefaultTemplateDialog open={false} onOpenChange={vi.fn()} />);
+    render(<ViewDefaultTemplateDialog activeLanguages={ACTIVE_LANGUAGES} open={false} onOpenChange={vi.fn()} />);
     expect(screen.queryByText('Built-in default template')).toBeNull();
   });
 
   it('should show the built-in subject and body when open', () => {
-    render(<ViewDefaultTemplateDialog open onOpenChange={vi.fn()} />);
+    render(<ViewDefaultTemplateDialog open activeLanguages={ACTIVE_LANGUAGES} onOpenChange={vi.fn()} />);
     expect(screen.getByTestId<HTMLInputElement>('template-builtin-subject').value).toBe(
       DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE.subject.en
     );
@@ -30,15 +34,22 @@ describe('ViewDefaultTemplateDialog', () => {
   });
 
   it('should make the built-in subject and body read-only, since the default template cannot be edited', () => {
-    render(<ViewDefaultTemplateDialog open onOpenChange={vi.fn()} />);
+    render(<ViewDefaultTemplateDialog open activeLanguages={ACTIVE_LANGUAGES} onOpenChange={vi.fn()} />);
     expect(screen.getByTestId<HTMLInputElement>('template-builtin-subject').readOnly).toBe(true);
     expect(screen.getByTestId<HTMLTextAreaElement>('template-builtin-body').readOnly).toBe(true);
   });
 
   it('should request closing when the close button is clicked', () => {
     const onOpenChange = vi.fn();
-    render(<ViewDefaultTemplateDialog open onOpenChange={onOpenChange} />);
+    render(<ViewDefaultTemplateDialog open activeLanguages={ACTIVE_LANGUAGES} onOpenChange={onOpenChange} />);
     fireEvent.click(screen.getByRole('button', { name: 'Close' }));
     expect(onOpenChange).toHaveBeenCalledWith(false);
   });
+
+  // Offering a language the instance has disabled invites authoring copy nothing will ever send.
+  it('should offer only the languages the instance has enabled', () => {
+    render(<ViewDefaultTemplateDialog open activeLanguages={ACTIVE_LANGUAGES} onOpenChange={vi.fn()} />);
+    fireEvent.keyDown(screen.getByTestId('template-builtin-language'), { key: 'Enter' });
+    expect(screen.getAllByRole('option').map((option) => option.textContent)).toStrictEqual(['English', 'French']);
+  });
 });
diff --git a/apps/web/src/components/MailSettings/MailSettings.tsx b/apps/web/src/components/MailSettings/MailSettings.tsx
index 6a0ba9382..051afc5a0 100644
--- a/apps/web/src/components/MailSettings/MailSettings.tsx
+++ b/apps/web/src/components/MailSettings/MailSettings.tsx
@@ -2,6 +2,7 @@ import React from 'react';
 
 import { Checkbox, Heading } from '@douglasneuroinformatics/libui/components';
 import { useNotificationsStore, useTranslation } from '@douglasneuroinformatics/libui/hooks';
+import type { Language } from '@opendatacapture/schemas/core';
 import { $UpdateMailConfigData, isSameMailServer } from '@opendatacapture/schemas/mail';
 import type { MailConfigDto, MailTemplate, UpdateMailConfigData } from '@opendatacapture/schemas/mail';
 import { z } from 'zod/v4';
@@ -32,11 +33,12 @@ const initialValues = (config: MailConfigDto | null): MailConfigFormValues => ({
 });
 
 export type MailSettingsProps = {
+  activeLanguages: readonly Language[];
   config: MailConfigDto | null;
   newUserEmailTemplate: MailTemplate;
 };
 
-export const MailSettings = ({ config, newUserEmailTemplate }: MailSettingsProps) => {
+export const MailSettings = ({ activeLanguages, config, newUserEmailTemplate }: MailSettingsProps) => {
   const { t } = useTranslation();
   const addNotification = useNotificationsStore((store) => store.addNotification);
   const updateMutation = useUpdateMailSettingsMutation();
@@ -202,6 +204,7 @@ export const MailSettings = ({ config, newUserEmailTemplate }: MailSettingsProps
           <TestMailSection buildConfig={buildConfig} onInvalid={setErrors} />
 
           <NewUserTemplateSection
+            activeLanguages={activeLanguages}
             isSaving={updateMutation.isPending}
             template={newUserEmailTemplate}
             onSave={(next) => void save({ newUserEmailTemplate: next })}
diff --git a/apps/web/src/components/MailSettings/NewUserTemplateSection.tsx b/apps/web/src/components/MailSettings/NewUserTemplateSection.tsx
index 644aa4c36..86d5dfb01 100644
--- a/apps/web/src/components/MailSettings/NewUserTemplateSection.tsx
+++ b/apps/web/src/components/MailSettings/NewUserTemplateSection.tsx
@@ -2,6 +2,7 @@ import React from 'react';
 
 import { Button, Heading } from '@douglasneuroinformatics/libui/components';
 import { useTranslation } from '@douglasneuroinformatics/libui/hooks';
+import type { Language } from '@opendatacapture/schemas/core';
 import { DEFAULT_NEW_USER_EMAIL_TEMPLATE } from '@opendatacapture/schemas/mail';
 import type { MailTemplate } from '@opendatacapture/schemas/mail';
 import { Loader2Icon } from 'lucide-react';
@@ -9,7 +10,7 @@ import { Loader2Icon } from 'lucide-react';
 import { EmailTemplateEditor } from '@/components/EmailTemplateEditor';
 import { SectionCard } from '@/components/SectionCard';
 import { checkTemplateIssue, NEW_USER_TEMPLATE_VARS, REQUIRED_NEW_USER_TEMPLATE_VARS } from '@/utils/email-template';
-import { LANGUAGES, omitBlankLanguages } from '@/utils/language';
+import { omitBlankLanguages } from '@/utils/language';
 
 const defaultTemplate = (): MailTemplate => ({
   body: { ...DEFAULT_NEW_USER_EMAIL_TEMPLATE.body },
@@ -17,13 +18,19 @@ const defaultTemplate = (): MailTemplate => ({
 });
 
 export type NewUserTemplateSectionProps = {
+  activeLanguages: readonly Language[];
   isSaving: boolean;
   onSave: (template: MailTemplate) => void;
   template: MailTemplate;
 };
 
 /** Authors the welcome message sent when a user with an email address is created. */
-export const NewUserTemplateSection = ({ isSaving, onSave, template: saved }: NewUserTemplateSectionProps) => {
+export const NewUserTemplateSection = ({
+  activeLanguages,
+  isSaving,
+  onSave,
+  template: saved
+}: NewUserTemplateSectionProps) => {
   const { t } = useTranslation();
   const [template, setTemplate] = React.useState<MailTemplate>(() => ({
     body: { ...DEFAULT_NEW_USER_EMAIL_TEMPLATE.body, ...saved.body },
@@ -32,7 +39,7 @@ export const NewUserTemplateSection = ({ isSaving, onSave, template: saved }: Ne
 
   // Unlike a group template, this one is sent in whichever language the admin picks at creation
   // time, so every language has to be filled in rather than only the ones started.
-  const issue = checkTemplateIssue(template.subject, template.body, REQUIRED_NEW_USER_TEMPLATE_VARS, LANGUAGES);
+  const issue = checkTemplateIssue(template.subject, template.body, REQUIRED_NEW_USER_TEMPLATE_VARS, activeLanguages);
   const error =
     issue === 'incomplete'
       ? t({
@@ -79,6 +86,7 @@ export const NewUserTemplateSection = ({ isSaving, onSave, template: saved }: Ne
       <EmailTemplateEditor
         error={error}
         idPrefix="new-user-template"
+        languages={activeLanguages}
         template={template}
         variables={NEW_USER_TEMPLATE_VARS}
         onChange={setTemplate}
diff --git a/apps/web/src/components/MailSettings/__tests__/MailSettings.test.tsx b/apps/web/src/components/MailSettings/__tests__/MailSettings.test.tsx
index b4f712f77..20ba0cf72 100644
--- a/apps/web/src/components/MailSettings/__tests__/MailSettings.test.tsx
+++ b/apps/web/src/components/MailSettings/__tests__/MailSettings.test.tsx
@@ -35,7 +35,7 @@ const renderSettings = (config: MailConfigDto | null) => {
   const queryClient = new QueryClient({ defaultOptions: { mutations: { retry: false } } });
   render(
     <QueryClientProvider client={queryClient}>
-      <MailSettings config={config} newUserEmailTemplate={template} />
+      <MailSettings activeLanguages={['en', 'fr']} config={config} newUserEmailTemplate={template} />
     </QueryClientProvider>
   );
 };
diff --git a/apps/web/src/components/MailSettings/__tests__/NewUserTemplateSection.test.tsx b/apps/web/src/components/MailSettings/__tests__/NewUserTemplateSection.test.tsx
index b5417c7b9..7c34c18a1 100644
--- a/apps/web/src/components/MailSettings/__tests__/NewUserTemplateSection.test.tsx
+++ b/apps/web/src/components/MailSettings/__tests__/NewUserTemplateSection.test.tsx
@@ -13,9 +13,19 @@ const spanishOnly: MailTemplate = {
   subject: { es: 'Su cuenta' }
 };
 
-const renderSection = (template: MailTemplate = spanishOnly, isSaving = false) => {
+const ALL_LANGUAGES = ['en', 'es', 'fr'] as const;
+
+const renderSection = (
+  template: MailTemplate = spanishOnly,
+  {
+    activeLanguages = ALL_LANGUAGES,
+    isSaving = false
+  }: { activeLanguages?: readonly ('en' | 'es' | 'fr')[]; isSaving?: boolean } = {}
+) => {
   const onSave = vi.fn();
-  render(<NewUserTemplateSection isSaving={isSaving} template={template} onSave={onSave} />);
+  render(
+    <NewUserTemplateSection activeLanguages={activeLanguages} isSaving={isSaving} template={template} onSave={onSave} />
+  );
   return { onSave };
 };
 
@@ -44,8 +54,8 @@ describe('NewUserTemplateSection', () => {
     expect(subjectInput().value).toBe('Welcome aboard');
   });
 
-  it('should require every language, since the admin may send the message in any of them', () => {
-    renderSection({ body: {}, subject: {} });
+  it('should require every active language, since the admin may send the message in any of them', () => {
+    renderSection({ body: { en: 'Hello {{username}}', es: '' }, subject: { en: 'Welcome', es: '' } });
     expect(errorText()).toBe('Fill in the subject and body for each language.');
     expect(saveButton().hasAttribute('disabled')).toBe(true);
   });
@@ -79,7 +89,7 @@ describe('NewUserTemplateSection', () => {
   });
 
   it('should disable saving and show a spinner while a save is in flight', () => {
-    renderSection(spanishOnly, true);
+    renderSection(spanishOnly, { isSaving: true });
     expect(saveButton().hasAttribute('disabled')).toBe(true);
     expect(saveButton().querySelector('svg')).not.toBeNull();
   });
@@ -88,4 +98,13 @@ describe('NewUserTemplateSection', () => {
     renderSection();
     expect(saveButton().querySelector('svg')).toBeNull();
   });
+
+  it('should not require inactive languages, so a template missing Spanish is valid when only English and French are enabled', () => {
+    renderSection(
+      { body: { en: 'Hello, your user is {{username}}' }, subject: { en: 'Your account' } },
+      { activeLanguages: ['en'] }
+    );
+    expect(errorText()).toBeUndefined();
+    expect(saveButton().hasAttribute('disabled')).toBe(false);
+  });
 });
diff --git a/apps/web/src/routes/_app/admin/__tests__/mail.test.tsx b/apps/web/src/routes/_app/admin/__tests__/mail.test.tsx
index 1a32b411c..8238ad167 100644
--- a/apps/web/src/routes/_app/admin/__tests__/mail.test.tsx
+++ b/apps/web/src/routes/_app/admin/__tests__/mail.test.tsx
@@ -34,6 +34,9 @@ vi.mock('@/hooks/useMailSettingsQuery', () => ({
   mailSettingsQueryOptions: mocks.mailSettingsQueryOptions,
   useMailSettingsQuery: () => ({ data: SETTINGS })
 }));
+vi.mock('@/hooks/useSetupStateQuery', () => ({
+  useSetupStateQuery: () => ({ data: { activeLanguages: ['en', 'fr'] } })
+}));
 
 const runLoader = (queryClient: QueryClient) => {
   const { loader } = Route.options;
@@ -71,6 +74,7 @@ describe('admin mail route', () => {
     renderPage();
     expect(screen.getByTestId('mail-settings-page').contains(screen.getByTestId('mail-settings-form'))).toBe(true);
     expect(mocks.MailSettings.mock.lastCall?.[0]).toEqual({
+      activeLanguages: ['en', 'fr'],
       config: SETTINGS.config,
       newUserEmailTemplate: SETTINGS.newUserEmailTemplate
     });
diff --git a/apps/web/src/routes/_app/admin/mail.tsx b/apps/web/src/routes/_app/admin/mail.tsx
index 58b86ce6d..5d99264d6 100644
--- a/apps/web/src/routes/_app/admin/mail.tsx
+++ b/apps/web/src/routes/_app/admin/mail.tsx
@@ -5,10 +5,12 @@ import { createFileRoute } from '@tanstack/react-router';
 import { MailSettings } from '@/components/MailSettings';
 import { PageHeader } from '@/components/PageHeader';
 import { mailSettingsQueryOptions, useMailSettingsQuery } from '@/hooks/useMailSettingsQuery';
+import { useSetupStateQuery } from '@/hooks/useSetupStateQuery';
 
 const RouteComponent = () => {
   const { t } = useTranslation();
   const { data: settings } = useMailSettingsQuery();
+  const { data: setupState } = useSetupStateQuery();
 
   return (
     <div className="w-full">
@@ -18,7 +20,11 @@ const RouteComponent = () => {
         </Heading>
       </PageHeader>
       <div className="mx-auto flex w-full max-w-3xl flex-col gap-6" data-testid="mail-settings-page">
-        <MailSettings config={settings.config} newUserEmailTemplate={settings.newUserEmailTemplate} />
+        <MailSettings
+          activeLanguages={setupState.activeLanguages}
+          config={settings.config}
+          newUserEmailTemplate={settings.newUserEmailTemplate}
+        />
       </div>
     </div>
   );
diff --git a/apps/web/src/routes/_app/admin/settings.tsx b/apps/web/src/routes/_app/admin/settings.tsx
index 65c9ea53b..7d759994e 100644
--- a/apps/web/src/routes/_app/admin/settings.tsx
+++ b/apps/web/src/routes/_app/admin/settings.tsx
@@ -290,23 +290,25 @@ const RouteComponent = () => {
                 </p>
               </div>
               <div className="flex flex-col gap-3">
-                {LANGUAGES.map((language) => {
-                  const isActive = activeLanguages.includes(language);
-                  return (
-                    <div className="flex items-center gap-2.5" key={language}>
-                      <Checkbox
-                        checked={isActive}
-                        data-testid={`active-language-${language}`}
-                        disabled={isActive && activeLanguages.length === 1}
-                        id={`active-language-${language}`}
-                        onCheckedChange={() => toggleLanguage(language)}
-                      />
-                      <label className="text-sm font-medium" htmlFor={`active-language-${language}`}>
-                        {t(LANGUAGE_LABELS[language])}
-                      </label>
-                    </div>
-                  );
-                })}
+                {[...LANGUAGES]
+                  .sort((a, b) => t(LANGUAGE_LABELS[a]).localeCompare(t(LANGUAGE_LABELS[b])))
+                  .map((language) => {
+                    const isActive = activeLanguages.includes(language);
+                    return (
+                      <div className="flex items-center gap-2.5" key={language}>
+                        <Checkbox
+                          checked={isActive}
+                          data-testid={`active-language-${language}`}
+                          disabled={isActive && activeLanguages.length === 1}
+                          id={`active-language-${language}`}
+                          onCheckedChange={() => toggleLanguage(language)}
+                        />
+                        <label className="text-sm font-medium" htmlFor={`active-language-${language}`}>
+                          {t(LANGUAGE_LABELS[language])}
+                        </label>
+                      </div>
+                    );
+                  })}
               </div>
             </SettingSection>
             <Separator />
diff --git a/packages/schemas/src/mail/__tests__/mail.test.ts b/packages/schemas/src/mail/__tests__/mail.test.ts
index dfb7935a4..24a434885 100644
--- a/packages/schemas/src/mail/__tests__/mail.test.ts
+++ b/packages/schemas/src/mail/__tests__/mail.test.ts
@@ -113,13 +113,13 @@ describe('isSameMailServer', () => {
 });
 
 describe('default templates', () => {
-  it.each(['en', 'fr'] as const)('should carry the required placeholders in %s', (language) => {
+  it.each(['en', 'es', 'fr'] as const)('should carry the required placeholders in %s', (language) => {
     expect(DEFAULT_NEW_USER_EMAIL_TEMPLATE.body[language]).toContain('{{username}}');
     expect(DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE.body[language]).toContain('{{url}}');
     expect(DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE.body[language]).toContain('{{expiresAt}}');
   });
 
-  it.each(['en', 'fr'] as const)('should have a non-empty subject and body in %s', (language) => {
+  it.each(['en', 'es', 'fr'] as const)('should have a non-empty subject and body in %s', (language) => {
     expect(DEFAULT_NEW_USER_EMAIL_TEMPLATE.subject[language].trim()).toBeTruthy();
     expect(DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE.subject[language].trim()).toBeTruthy();
   });
diff --git a/packages/schemas/src/mail/mail.ts b/packages/schemas/src/mail/mail.ts
index af9b79f7a..ff1823274 100644
--- a/packages/schemas/src/mail/mail.ts
+++ b/packages/schemas/src/mail/mail.ts
@@ -174,6 +174,21 @@ const DEFAULT_NEW_USER_EMAIL_TEMPLATE = {
       'New to Open Data Capture? This guide will help you get started:',
       'https://opendatacapture.org/en/docs/guides/how-to-get-started-with-odc/'
     ].join('\n'),
+    es: [
+      'Hola {{firstName}},',
+      '',
+      'Se ha creado una cuenta para usted en Open Data Capture.',
+      '',
+      'Nombre de usuario: {{username}}',
+      'Grupo(s): {{group}}',
+      '',
+      'Puede iniciar sesión aquí: {{url}}',
+      '',
+      'Su administrador le proporcionará su contraseña por separado. Por seguridad, cámbiela después de iniciar sesión por primera vez.',
+      '',
+      '¿Nuevo en Open Data Capture? Esta guía le ayudará a comenzar:',
+      'https://opendatacapture.org/en/docs/guides/how-to-get-started-with-odc/'
+    ].join('\n'),
     fr: [
       'Bonjour {{firstName}},',
       '',
@@ -192,6 +207,7 @@ const DEFAULT_NEW_USER_EMAIL_TEMPLATE = {
   },
   subject: {
     en: 'Your Open Data Capture account',
+    es: 'Su cuenta de Open Data Capture',
     fr: 'Votre compte Open Data Capture'
   }
 } as const satisfies z.infer<typeof $MailTemplate>;
@@ -211,6 +227,18 @@ const DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE = {
       '',
       'Thank you.'
     ].join('\n'),
+    es: [
+      'Hola,',
+      '',
+      'Se le ha asignado un cuestionario para completar en Open Data Capture.',
+      '',
+      'Por favor, complételo utilizando el enlace seguro a continuación:',
+      '{{url}}',
+      '',
+      'Este enlace expira el {{expiresAt}}.',
+      '',
+      'Gracias.'
+    ].join('\n'),
     fr: [
       'Bonjour,',
       '',
@@ -226,6 +254,7 @@ const DEFAULT_ASSIGNMENT_EMAIL_TEMPLATE = {
   },
   subject: {
     en: 'Your Open Data Capture assignment',
+    es: 'Su evaluación de Open Data Capture',
     fr: 'Votre évaluation Open Data Capture'
   }
 } as const satisfies z.infer<typeof $MailTemplate>;