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Email templates & settings

This article explains how the automatic emails work: where their content comes from, how to change it, and how to check that they went out. For the list of which emails exist and who receives them, see "The emails sent to your users".

How an email is built

Every email is built from a template identified by a slug (for example booking-confirmation). At send time, the platform looks for the template in this order:

  • your own template, in your tenant’s Email templates collection;
  • failing that, a system template defined by the platform;
  • failing that, a default template bundled with the application, without your branding: that is a safety net, not a desirable outcome.

Your templates are created by the Initial setup of your tenant: if an email goes out without your logo and colors, the matching template is missing. The layout (header, logo, signature, sender address) comes from your settings, not from the template itself.

The email is sent in the recipient's language (French or English), so fill in both versions of each template.

Customizing a template

Open Email templates under the Configuration menu. A template has three editable fields, each translated per language:

  • Subject — the subject line of the email.
  • Title — the headline shown at the top of the email body.
  • Content — the body of the message.

The slug is not editable: it is what ties the template to the event that triggers it. You also cannot create a new template: the list matches exactly the emails the platform knows how to send.

In the subject, title and content you can insert variables between the <%= and %> markers. They are replaced at send time with the real data. For instance <%= customerFirstName %> for the recipient's first name, <%= activityName %> and <%= bookingDate %> in a booking confirmation, <%= orderReference %> in an order confirmation.

Each template only accepts its own variables: an unknown variable makes the send fail. Use the variables already present in the delivered template as your reference — they are the list of what is available.

The settings you control

In your tenant settings, "Emails" tab:

  • Contact email — the sending and receiving address. It also receives the signup notifications. If left empty, the company email (General tab) is used.
  • Email logo — the logo shown in the header. Falls back to the site logo.
  • Signature — appended at the bottom of every outgoing email, in each language.

Two settings outside that tab also drive sends: the low-credit threshold (Bookings tab) triggers the credit-low email, and the site name and company name (General tab) feed the variables used by your templates.

Checking what went out

The Email logs collection records every send attempt: recipient, template, subject, status (sent or failed) and the error message where applicable. It is the first place to look when a user reports they received nothing — bearing in mind that forgotten-password and address-verification emails do not appear there.