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
- From the Home page, go to the System Configuration module.
- Select Notifications.
- Choose Email Templates.
2. Create a New Template
- Click Create New Template.
- Select one of the inbuilt templates from the available options.
Note: New templates cannot be created from scratch. For assistance, please contact OpenPlay.
- If needed, apply a Facility Override or select Global to use the template across all facilities.
- Click Create to proceed.
3. Customize the Template Content
- Subject: Update the subject line to align with the purpose of the email.
- 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).
- Add Variables: To personalize emails, copy and paste variables from the list at the top (e.g., customer name, membership start date).
- Footer: Include a custom footer if desired.
- Plain Text Version: Design a simplified, plain-text version for compatibility with email clients that don’t support HTML.
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.
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):But Plain Text shows (incorrect):
The 2 stars in the {{message**}} variable is causing the emails to fail and therefore not being sent to customers.
4. Preview and Save
- Preview Options: View your template on different devices to ensure it displays correctly:
- Desktop
- Tablet
- Mobile
- Plain Text
- When satisfied with your changes, click Save to finalize the template.