Email templates

Firm owners, admins, and staff who prepare reusable email content use Email Templates to keep common messages consistent.

Employees with email-template access can also use this guide; see Permissions and Visibility if Email Templates or an action is hidden.

Set up email templates

1. Open Settings.
2. Open Templates.
3. Select Email Templates.
4. Review the list. Columns include email number, template name, from name, module, from email, and subject.
5. Add a template, or open an existing template to update it.
6. Enter Template Name.
7. Choose Module. Verified choices are General, Invoice, Task, Jobs, and Schedule.
8. Enter the sender email, From Name, Subject, and Body.
9. Select Add or Update.

Use the module that matches where the message will be used. The module controls which placeholders are available in the subject and body editors.

Add placeholders

Placeholders use a bracket pattern such as [recipient_name]. The subject and body editors expose a dropdown of available tokens for the selected module, so choose tokens from the editor instead of typing from memory.

Safe examples include [recipient_name] for a general email and invoice-related tokens when the module is Invoice. Do not build a template around a token unless it appears in the editor for that module.

Where templates are used

Email templates are used in:

• One-off emails created from an email template.
• Recurring emails that reuse template content on a schedule.
• Reminders & Notifications rules that choose an Email Template and store when to send it.
• Pipeline automation where the automation type is email and the rule selects an email template.

Settings > Email Templates is not the customization surface for every system email. Source review found welcome or employee account emails, password-reset emails, and contract signature emails using separate hardcoded or provider-managed flows, not the reusable templates managed on this page.

Email templates vs reminders

Email Templates store reusable content: sender details, subject, body, module, and placeholders.

Reminders & Notifications stores timing rules: what event to watch, when to send, who receives it, and which email template to use. Edit the template when the wording is wrong. Edit the reminder rule when the timing or recipient logic is wrong.

Related guides

• Settings explains where template setup fits with other firm settings.
• Permissions and Visibility explains why template controls may be hidden.