Create an Email Template
How to create a reusable email template with a rich-text body, subject line variables, company logo, and custom reply-to address.
Email templates let you write a message once and reuse it across workflows, manual sends, and automated triggers. Variables like {{customer.name}} are replaced with real data at send time, so every customer receives a personalized message.
When to Use This
- You want to send a branded booking confirmation, reminder, or follow-up email.
- You are building a workflow that needs to send an email at a specific step.
- You need a consistent email format that multiple team members can use.
Steps
1. Open the Template Editor
Navigate to Marketing > Templates in the dashboard sidebar. Click the Create Template button in the top-right corner.
2. Choose the Email Type
On the Create Communication Template page, you will see two type buttons at the top -- Email and SMS. Select Email.
3. Fill in the Template Details
| Field | Required | Description |
|---|---|---|
| Template Name | Yes | A descriptive internal name, e.g. "Booking Confirmation Email". Must be unique within your location. |
| Description | No | A short note about when or why this template is used. |
| Category | No | Choose from: Booking Confirmation, Booking Reminder, Booking Cancellation, Payment Receipt, Follow-up, Marketing, or Other. Categories help you filter templates later. |
4. Write the Subject Line
Enter the email subject in the Subject Line field. You can include variables here -- for example:
Your booking for {{activity.name}} on {{booking.date}}The subject supports all the same variables as the body. See Use Template Variables for the full list.
5. Compose the Email Body
The body uses a rich-text editor (CKEditor). You can format text with bold, italic, headings, lists, links, and images just like a word processor.
To insert a variable, use the Available Variables panel on the right side of the page. Click any variable to insert it at your cursor position. Variables are grouped into categories:
- Customer --
{{customer.name}},{{customer.email}},{{customer.phone}} - Booking --
{{booking.confirmationCode}},{{booking.date}},{{booking.startTime}},{{booking.grandTotal}} - Company --
{{company.name}},{{company.email}},{{location.fullAddress}}
If your location has waivers configured, a Waiver Links section also appears. You can insert:
- With booking --
{{waiver_link_booking:<waiver-uuid>}}-- generates a signing link that auto-associates the waiver with the booking. - Without booking --
{{waiver_link:<waiver-uuid>}}-- generates a standalone signing link.
6. Configure Email Options
| Option | Default | Description |
|---|---|---|
| Attach company logo | On | When checked, the company logo is included in the email header. |
| Reply-To Address | Location email | If set, replies go to this address instead of the default location contact email. |
| Activate template immediately | On | When checked, the template is active and available for workflows and sends. Uncheck to save as a draft. |
7. Save the Template
Click Create Template. You are redirected to the templates list. The new template appears with its name, type badge, category, and usage count.
After Creating
- Preview -- Click the eye icon on the templates list to see how the email looks with sample data.
- Edit -- Click the pencil icon to modify the template at any time.
- Duplicate -- Click the copy icon to create a new template based on an existing one. The duplicate is saved as inactive.
- Toggle active/inactive -- Click the power icon to enable or disable a template without deleting it.
- Delete -- Click the trash icon. Deletion deactivates the template rather than removing it, so workflows referencing it do not silently fail.
Using the Template in a Workflow
Once created, the template is available as an action in the workflow builder. When you add a Send Template action node, select this template from the dropdown. The workflow engine automatically loads booking, customer, activity, and location data to replace all variables at execution time.
The workflow also determines the recipient based on the recipientType setting:
- customer -- sends to the customer's email address.
- facilitator or admin -- sends to the location's contact email.
- custom -- sends to a specific address you provide (variables are supported here too).
Tips
- Template names must be unique within a location. If you see a "name already exists" error, choose a different name or find the existing template to edit.
- The
{{booking.manageUrl}}variable inserts a link that lets customers view and manage their own booking. It only works when the booking has an access token. - Email is sent from the company's configured mailbox (via Microsoft Graph). The location's contact email is used as the reply-to address unless you override it.
- All emails and SMS messages sent through templates are logged in the Communication Log.