How do I create and manage email templates?

Email templates fall into two categories: system and organisation. For more information on the difference, see our help article here.

All templates are managed from Communication > Email templates.

For a quick guided tour, select the 'Take a look' button to get started – click the icon in the top-right corner to enlarge.

Creating a new template:

• Click ‘Add email template’ in the top-right corner
• Give it a name and click ‘OK’
• To begin building your template, refresh the page and toggle to ‘organisation’ templates
  • You can search by template names in the ‘Select template’ box
• Give your template a Subject – which will be as shown when delivering to your customers
• Click ‘Choose attachment’ if you’d like to attach anything to the template
  • Most file formats are accepted
  • Attachments can be up to 100MB, and will be stored in Organisation setup > Files
• Editing the body of the email is done using a drag and drop system. You can drag new items and layouts into the email from the right sidebar, or edit existing items by clicking on the content
• The ‘Settings’ tab in the right sidebar allows you to set defaults for colours, text, spacing and more on a template-by-template basis
• When finished, remember to click ‘Save template’ in the bottom-left

Placeholders

You can use placeholders to personalise your messages and insert data held within your system. For example, the ‘beneficiary first name’ placeholder will insert the first name of each contact based on the data in that field.

To insert a placeholder, select one from the ‘Select placeholder’ dropdown. This will copy the placeholder to your clipboard, ready to be pasted into the body of your email.

For a list of all placeholders, please click here.

Editing existing email templates

To edit an existing template, simply locate it in the ‘Search template' box and start editing:

• Editing the body of the email is done using a drag and drop system. You can drag new items and layouts into the email from the right sidebar, or edit existing items by clicking on the content
• The ‘Settings’ tab in the right sidebar allows you to set defaults for colours, text, spacing and more on a template-by-template basis

Changing template names and deleting organisation templates

Organisation templates can be renamed and deleted as needed. When viewing an organisation template, simply use the pen and bin icons on the right to rename and delete respectively.

Changing the header and footer displayed in emails

You can also edit the header and footer which will display on all emails sent from the system. Simply head to the ‘Email Header and Footer Templates’ at the top of the page and edit accordingly.

Common uses for the header and footer:

• Organisation logo
• Key contact details
• Link to your website
• Charity status and number (if applicable)