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How to customize automatic email templates

Customizing vCita Email Templates

vCita allows you to customize the automatic email notifications and reminders sent to you, your team and your clients.

You can choose which emails should be sent to you or to your clients, customize the text and layout of the email, and add any specific instructions or disclaimer that you desire. 

To access the advanced emails setting navigate to Settings > Email Template Editing.

There are different emails that are sent to you and the client for each of the different modules – like updates on scheduled appointments, pending payments and invoices, new messages and files shared.

To view the emails for each specific module click on the drop down menu on the navigation bar on the left (by default, you see the scheduling emails first).


Once you select a specific module, the menu will be updated and will display relevant email templates.
You can view on separate lists, the list of emails that are sent to the clients and to your business.

By default, all the emails are sent to the clients and we recommend that you keep it this way.
If you would like for a specific email not to be sent to you, you should deselect the Send this email check-box (pictured below).



Edit the email template

For each email, you can edit the subject line and the email body.
Once you edit an email template and save the changes, you will also have the option to revert back to the default template.

The email template consists of:

  • Email Content: 
    Default messages and instructions related to the specific email type. 
    e.g. For appointment email reminder, the email message will say "This is a reminder for your scheduled appointment".

    You can change the default text and add your own to fit your business needs.
  • Placeholders: 
    e.g. {{client.first_name}} - This placeholder will be replaced with the client’s first name once the email is sent. 
    You can add or remove placeholders in the email subject or body.

  • Section Attributes
    e.g. {% intro %} - This section attribute indicates the start of the “intro” section in the email, which includes the client's name and the text notification. 

    {% endintro %} indicates the closing the section.

    For each section attribute both opening and a closed tag should exist.If one of them is removed an error message may display in case an invalid change was made.

    If you remove both opening and closing tags of a specific section attributes or change its location, this will affect the email look and layout.

  • Action Attributes
    e.g.  {% actions reschedule:main cancel view_appointment%} - This action attribute will add the actions buttons “Reschedule, Reply, View” to the email. If you remove the "cancel" action form, the action attribute above, the option to cancel the appointment will not be available from the email.

Edit the email body

*Please note that the email header and footer cannot be changed from the email template.*
If you wish to remove it you can simply delete both the {% layout %} and {% endlayout %} section attributes.

You can edit the email header and footer by updating your account settings as follows:

Email Header
:  The header includes your logo and photo, name, and a color-branded separation line.
To edit your photo and name visit the Business Info settings page.
To edit your logo and brand colors visit the Live Site Branding setting page.

Email Footer: The footer includes your email signature, separator line, “do not reply” message, “Powered by vCita” and social icons.
To edit your email signature, visit the Staff Notifications settings page.
Premium users can disable vCita promotional link on the Live Site Branding setting page.

In the email editor, you will see the different placeholder and attributes for the email template.

The figure below describes the placeholders and attributes that build the email layout and unique information:

You can change the order of the attributes to change the email layout or add placeholders within the text, or add text between the sections.

Email Editing Example

Let’s review an example of how to edit the automatic “Thank you” email that is sent to clients each time they submit a new message.
In this case, we want to add more text to the default text included in this email.


The placeholder {{pivot.messages_auto_response}} will add a default text – "Thank you for your message.”
(Clicking on the Preview button, located below the email editor, will allow you to see the text that will replace the placeholder).



You can add your own text before or after the placeholder, or remove the placeholder completely.
In the example below we've added text after the placeholder.



Related links:

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