Add new email templates

How to Create and Use an Email Template #

1. Open the Email Template Builder 0:00

• Go to Settings.
• Open Email Templates / Email Template Builder.
• Click Add New at the top to start creating a template.

2. Choose the Trigger and Status 0:18

• Select the trigger for when this email should send.
• Example shown: When somebody books on the waiting list.
• Set the template to Active if you want it to send immediately and be used right away.

3. Decide Who the Email Should Go To 0:36

• Choose the recipient for the template.
• Example use case:
  • One email can go to the parent.
  • A separate email can go to the company/staff.
• Enter the recipient email address, such as company@email.com, if you want the company to receive it.

4. Add a Subject, Attachments, and Message 1:12

• Give the template a clear title, such as New Waiting List Booking.
• Attach any files if needed.
• Write the email body.
  • Example: Hi staff, you have had a new waiting list booking, please follow up with them.
• Save the template when finished.

5. Preview or Test the Template 1:39

• After saving, the template appears in the preview panel on the side.
• You can send it to yourself to see what it will look like.
• This helps confirm the formatting and content are correct before using it live.

6. Create Additional Emails for the Same Trigger if Needed 2:02

• If you want more than one email to send for the same trigger, create another template.
• For example:
  • One email goes to the parent.
  • Another email goes to the company.
• This lets you send different messages to different audiences from the same event.

7. Save a Template Without a Trigger for Reuse Later 2:07

• You can also create a template with no trigger.
• Save it under No Trigger if you want to reuse it manually later.
• This is useful for recurring emails like:
  • Holiday camps
  • Competitions
  • Other repeated announcements

8. Use the Saved Template When Emailing Users 2:38

• Go to your classes and find the users you want to email.
• When composing an email, click the template dropdown.
• Select the saved template and it will populate the email automatically.
• This saves time when sending the same type of email repeatedly.