Overview
The content of emails can be configured in Flow in two ways:
- System configuration (legacy configuration)
- Notifications Module
Email notifications in Flow are all transactional meaning they are sent off the back of an event, such as making a booking, purchasing a membership etc. These are not marketing emails, and customers selecting their email preferences accordingly will have no effect on the sending of these transactional emails. They are informative and therefore necessary to be communicated with customers.
Legacy configuration
In the beginning we allowed clients to update email copy within System Configuration. The following emails can be configured in System Configuration → Settings → Manage Setting → Filter by Category: Email Contents. Over time we have added the legacy emails to the Notification module to allow for enhanced layout configuration, however there is one email that still shows in Email Contents but this is no longer in use and we are in the process of retiring this email from view in this area.
| Email Name | Summary | Fixed (hardcoded content & variables)/Update |
| Members Import Welcome Email | Used for mobilisation of centres - when members were imported using the legacy importer | DO NOT USE - to be retired |
Notifications Module
The newer notifications module allows clients to:
- Configure the layout and basic styling of the transactional emails
- The content and available variables for 31 key transactional emails
You can access this module from System Configuration → Notifications
Current List of Email Templates
| Name | Description | Product |
| Customer Added to the Waitlist | When a customer joins a waitlist for a class | Flow |
| Booking Space Opens | When a space becomes available in a class that a customer is on the waitlist for | Flow |
| GDPR Export | Sent to customers who have requested a GDPR export of their personal data on Moves+ | Moves+ |
| Credit Awarded | Sent to customers when they are awarded credit, be it General, or Membership Credit. The reason and amount is displayed | Flow |
| Next Recurring Payment Amount Changed | When a recurring membership fees changes (due to a freeze, credit, change etc) then the customer is notified their payment will differ from what they usually expect on their Direct Debit | Flow |
| First Recurring payment collection | Customer is notified when we are about to take their first recurring membership payment by Direct Debit | Flow |
| Recurring Payment Failed | When all recurring payment attempts fail to collect a direct debit, and no further attempts can be made, resulting in membership suspension | Flow |
| Direct Debit Instruction Cancelled | Sent to a customer when their direct debit instruction is cancelled (all reasons apart from reason 2: deceased) | Flow |
| Direct Debit Instruction Created | Customers direct debit instruction has been successfully setup | Flow |
| Bank Details updated | When a customer updates their bank details on their direct debit instruction | Flow |
| Customer Account Created | When a customer record is created online, welcoming the customer | Flow |
| Booking Penalties Paid | When a customer pays any booking penalties | Flow |
| Penalty issued | When a booking, booking debt overdue or late cancellation penalty is issued to a customer | Flow |
| Membership Cancelled | When a customer’s membership is cancelled | Flow |
| Membership Eligibility Approved | When a customer’s eligibility proof is approved | Flow |
| Membership Eligibility is Rejected | When a customer’s eligibility proof is rejected | Flow |
| Membership Eligibility is Submitted | When a customer has submitted their eligibility proof | Flow |
| Membership Eligibility is due to expire | When a customer’s eligibility proof is due to expire | Flow |
| Membership Eligibility Reminder | Remind a customer they need to upload their eligibility or face membership suspension | Flow |
| Membership Extended | When a fixed membership is extended by FOH | Flow |
| Freeze Approved | Membership Freeze is approved | Flow |
| Freeze Rejected | Membership Freeze is rejected | Flow |
| Freeze Retrospectively Rejected | When an auto-approved freeze is then rejected by a member of staff | Flow |
| Membership Changed | When a membership is changed | Flow |
| Membership Due to Expire | When a fixed membership is due to expire | Flow |
| Membership Renewed | When a fixed membership has been renewed | Flow |
| Membership Suspended | When a customer’s membership is suspended | Flow |
| Membership Created | When a membership is created for a customer | Flow |
| Moves+ Email Verification | When a new user signs up for Moves+ | Moves+ |
| Activity Location is Changed | When an activity location is changed or updated, this is sent to any effected customer booked in | Flow |
| Customer Notes - New post | Staff Only when they are following customer notes and responses | Flow |
| Booking Email Confirmation | When a customer books one or more activities | Flow |
|
Customer Activity Cancellation |
When a customer cancels an activity booking | Flow |
| Suspended Membership Reactivated
|
Sent to customers after their suspended membership is reactivated. | Flow |
ℹ️ What is a Variable? A variable is content that will change within an email template. For example a customer’s first name is a variable within the template. This first name is going to change depending on the customer receiving the email! It is represented in the html as {{user.first_name}}
Configuring the Email Layout
Step by step guide
-
from the home page, select the system configuration module
-
Select ‘Notifications’ button
-
Select the ‘layout’ button to personalise your notification template
-
Edit the standard email template layout. Use the Variable section to help you create your layout. You can also add a logo etc...
- Select the 'preview' button to view the layout of your template via desktop, tablet or mobile.
-
Once you are happy with your template layout (see below guides on how to edit areas of the layout). select the ‘save' button to complete the change.
Top Tip: If you are unsure about editing html, use a txt editor to preserve your working html layout in case you save and break your live config! Use the preview button, to check changes before saving
Setting the Client Image: using the variable
The default is the client image, which is set in the OP admin of a client.
Setting the Client Image: using a hosted image
If you want to use a different image you will need to host one yourselves and paste in the url to the following code snippet. If you don’t have a way to host you can use https://imgbb.com/
Use this snipped with a real URL (https:// included) to add an image.
Images are responsive and will be displayed in their real size, therefore if the client image, or a hosted one is particularly big or small, it will look strange. We suggest editing the max width of the image if it is too big, or try a higher resolution if it looks poor quality.
Including the email subject in the header
This is a default layout setting. We would recommend you retain this.
Removing the email subject in the header
To do this you would delete the headings and release it with a break <br>
Adding Colours
You can configure three background colours
Adding a Styled Footer
Option to style the footer text
This allows you to set:
- Font size
- Font colour
- Add a hyperlink
- Copy and paste the snippet, make the changes and add it to the layout
- Add this immediately after: {{ footer|raw }}
Basic footer text, with no styling (be careful of background colours for visibility)
Creating an additional section
Creating an additional section with a list
Additional HTML Elements
Quick Styles
Paragraphs
Buttons
Line Break
Once you are happy with your template layout, please select the ‘save' button to complete the change.
Configuring an Email Template
The email template relates to the specific content that is served to the customer when an event occurs. Each template is already created, the editing occurs after the fact.
When configuring a template a lot of the variables are specific to that template, so please do not mix variables. For instance a membership name variable would return nothing if added to a waitlist template. Always take from the list of variables in the template
Template Variables
Below is the list of variables when managing the ‘Eligibility Expiring Soon’ Template.
Configuring: Subject, Content & Footer
Subject: There may already be a default subject created by the tech team when adding the template, but this can be configured to the correct tone / language appropriate
Content: Again there may already be default content included but this is where you can add any variables, style the content using the markdown, and copy.
Footer: This will be added to the footer content already configured in the layout section, so remember it’s not necessary to configure this unless there is something specific that needs saying for this template
Plain Text: Again there may be plain text in the default and it’s not necessary to set the plain text but some email providers expect it, and may not let your email through. So its always a good idea to copy & paste your content into the plain text (i.e. no markdown or styling) just in case.
Preview
Use the preview tool to generate a preview to sense check your edits before saving and sending the changes live. We offer the following previews to check responsiveness:
- Desktop
- Tablet
- Mobile
You can also preview Plain Text, just to make sure.
For a further step by step guide on creating email templates please view our How to Create an Email Template article.