How to create an Email Template?

Summary

This guide explains how to create and customize email templates for automated messages sent to customers, such as welcome emails for new members.

Note: If not customized, generic templates will be used by default. We recommend customizing each template to reflect your preferred content and branding.


Step-by-Step Guide

1. Access Email Template Settings

  1. From the Home page, go to the System Configuration module.

    System
  2. Select Notifications.

    Notifications.png

  3. Choose Email Templates.

    Screenshot

2. Create a New Template

  1. Click Create New Template.

    Screenshot

  2. Select one of the inbuilt templates from the available options.

    Screenshot

    Note: New templates cannot be created from scratch. For assistance, please contact OpenPlay.

  3. If needed, apply a Facility Override or select Global to use the template across all facilities.

    Screenshot

  4. Click Create to proceed.

    Screenshot

    Screenshot

3. Customize the Template Content

  1. Subject: Update the subject line to align with the purpose of the email.

    Screenshot_2022-06-30_at_16.19.17.png

  2. Content: Edit the main content of the email. This field supports HTML for formatting.
    • Add Variables: To personalize emails, copy and paste variables from the list at the top (e.g., customer name, membership start date).

      Screenshot_2022-06-30_at_16.19.42.png

  3. Footer: Include a custom footer if desired.

    Screenshot_2022-06-30_at_16.19.32.png

  4. Plain Text Version: Design a simplified, plain-text version for compatibility with email clients that don’t support HTML.

    Screenshot_2022-06-30_at_16.19.26.png


    Important Note: Should you wish to make any changes to the plain text, we would advise to test with the preview button for the plain text. It should always open a new tab showing the preview page.

    image.png

    If it doesn't open, it means that there's something incorrect in the template content or the plain text. For example, an extra space in a variable.
    For example:
    Template Content shows (correct):

    Screenshot 2024-11-14 at 15.58.21.png

     

    But Plain Text shows (incorrect):

    Screenshot 2024-11-14 at 15.57.39.png

    The 2 stars in the {{message**}} variable is causing the emails to fail and therefore not being sent to customers.

4. Preview and Save

  1. Preview Options: View your template on different devices to ensure it displays correctly:
    • Desktop
    • Tablet
    • Mobile
    • Plain Text
  2. When satisfied with your changes, click Save to finalize the template.

 

 


 

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