Customize your email text to add a personal touch and maintain high-quality communication with clients.
To access email templates:
- Open the platform.
- Click Settings.
- Click Email Templates.
- In the top corner, click the dropdown menu, then select the template category. (Appointments, Messages, Payments etc.)
Templates will now be divided into "Client" and "Business" templates in each category. Hover over a template title to view a description.
- Click on the relevant template.
- Edit the subject and/or body text.
- Click Preview to review.
- Click Save.
Your edited template will now appear in the list with the edit icon beside it.
Next to "Save", click Reset to Default to return to the original template text at any time.
Here you will find all of the available placeholders that your business can use to edit your email templates.
General Placeholders
| Placeholder | Description |
| {{message.text}} | Shows the message from the client’s initial inquiry or most recent communication |
| {{engagement.title}} | The engagement title |
| {{pivot.messages_auto_response}} | Shows the Messages & Documents Auto-reply |
| {{pivot.meetings_auto_response}} | Shows the Thank you message for appointment requests |
| {{pivot.owning_brand_name}} | Shows the platform or White Label brand name |
| {{staff.contact_name}} | Company name |
| {{staff.full_name}} | Staff member's full name |
| {{staff.first_name}} | Staff member's first name |
| {{staff.email}} | Staff member's email address |
| {{staff.signature}} | Staff member's email signature. The staff member's signature is automatically included in the {%layout%} attribute of all email templates. |
| {{client.first_name}} | Client's first name |
| {{client.last_name}} | Client's last name |
| {{client.full_name}} | Client's full name |
Appointment Placeholders
| Placeholder | Description |
| {{appointment.title}} | The engagement title |
| {{appointment.service_name}} | The name of the service Only applies to existing services, not custom appointments. |
| {{appointment.location}} | Appointment location After scheduling, the placeholder shows meeting instructions. If not scheduled, it displays a short text with the appointment type. |
| {{appointment.agenda}} | Appointment notes Text entered by the client during scheduling or by the staff member if they invited the client. |
| {{appointment.price}} | Price of the appointment |
| {{appointment.start_time}} | Appointment start time Shows in emails once the appointment is confirmed. |
| {{appointment.duration}} | Appointment duration |
| {{appointment.event_where}} | Appointment type |
| {{appointment.interaction_details}} | Appointment details |
| {{appointment.time_zone}} | Client’s or business’s time zone. |
| {{appointment.was_accepted?}} | Appointment status True or False based on whether the appointment is accepted or not. |
| {{appointment.not_paid_yet?}} | Appointment payment status True if upfront payment is required and the client hasn’t paid yet. False if no upfront payment is required or if the client has already paid. |
| {{appointment.meetings_auto_response}} | Shows the Booking request auto-reply |
Group Event Placeholders
| Placeholder | Description |
| {{event.title}} | Event name |
| {{event.display_time}} | Event date and time |
| {{event.start_time}} | Event start time |
Message Placeholders
| Placeholder | Description |
| {{engagement.assigner_name}} | Reassigned staff member's name |
Document Placeholders
| Placeholder | Description |
| {{document.name}} | Document name in the Document received notification email |
| {{document.size_in_kb}} | Document size in the Document received notification email |
| {{document.notes}} | Notes added by the client or business in the Share Document form submission |
| {{document.description}} | Description added by the business to the shared document |
| {{title}} | Title given by the business to the shared document If no title is provided, the original filename will be displayed by default. |
Payment Placeholders
| Placeholder | Description |
| {{invoice.amount_text}} | Invoice amount |
| {{invoice.invoice_number_text}} | Invoice number |
| {{invoice.notes}} | Notes added by the staff member when the invoice was issued |
| {{invoice.online_payment}} | Shows the Online Payment status True if the staff member selected within the invoice to allow online payment. False if the staff member didn't select the option to allow online payment within the invoice. |
| {{invoice.issued_at}} | The date the invoice was issued |
| {{invoice.due_date}} | Invoice payment due date |
| {{invoice.paid_at}} | The date the invoice was paid |
| {{payment.paid_for}} | The service name as entered by the client during payment or set by the business |
| {{payment.amount_text}} | Amount paid |
| {{payment.notes}} | Notes added by the client during payment |
| {{payment.paid_at}} | The date the payment was completed |
HTML Formatting Tips
Use these HTML tips to further customize your email templates:
- <br> Leaves a space
- <b>Enter text between these tags to bold</b>
- <u>Enter text between these tags to underline</u>
Disabling Templates
Templates are enabled by default. To disable templates, open the relevant template, then check "Send this Email". The checkmark will disappear. Check again to enable.
Business Branding
Your branding also impacts template appearance. To review and edit your business description, logo, coloring, and more click Settings > Business Info. See related articles for more information.
Adding a Personal Touch
Use these tips to personalize your emails and increase client engagement.
- Match the recipient: A casual tone might be suitable for existing customers, while a more formal approach might be better for initial contact
- Reflect your brand voice: Maintain consistency with the overall communication style of your business
- Focus on the client's needs: Highlight the specific offer or solution relevant to their specific situation. A personalized call to action to more likely to engage clients.
- Add a human touch: Use genuine language and specific examples to avoid sounding robotic. Briefly mention the business owner's company or recent interaction to show you care.