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Where to find Email Templates: Go to Settings > Emails > Templates.
Email templates let you save a message you send often — a welcome note, a post-visit follow-up, appointment prep instructions — and load it into an email with one click instead of typing it out every time. Templates are shared across your whole clinic: every staff member sees and can use the same set.

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Creating a Template

  1. Go to Settings > Emails and open the Templates tab.
  2. Click New template.
  3. Give the template a name (only your staff see this — it’s how you’ll find the template later, e.g. “Post-visit follow-up”).
  4. Fill in the subject line patients will see.
  5. Write the email in the editor, using the formatting tools for bold, links, lists, and images.
  6. Click Save.
The template now appears in the list and is ready to use.
Type @ while writing to drop in a value that fills itself in when the email goes out, like the patient’s first name or your clinic name. If you use a value the screen you’re writing on can’t fill in, it’s marked in red so you can swap it out.

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Saving an Email You’ve Already Written

If you’ve just written an email you’ll want again, you don’t have to rebuild it under Settings. Click Save as template and give it a name — the email is copied into your clinic’s templates and everyone can load it from then on. The draft you’re working on is left exactly as it is, so you can save a copy and carry on sending it. You’ll find Save as template when you’re writing:
  • A new message from the mailbox
  • An email blast
  • A sequence email step, both in a sequence and in a service’s sequence settings
The name is what your staff pick the template by, so give it something you’ll recognise later. It starts out filled in with the subject line to save you typing, and you can change it.
Save as template only shows for staff who are allowed to edit emails. It isn’t offered when you’re replying or forwarding, because those emails carry the earlier conversation below your message and it would be saved into the template along with your writing.

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Starting From an Email Someone Designed

If a designer sent you a finished email, or you have one from a newsletter tool, you don’t have to rebuild it by hand. In the New template window, click HTML, paste the code in, and you’ll see the email appear next to it. Click Save and it joins your list like any other template. When staff later load that template, it comes in as regular blocks they can edit — headings stay headings, your logo stays an image, and a coloured call-to-action stays a button with its link. Coloured header and footer bands, section dividers, spacing, fonts, and side-by-side columns all carry over. A couple of things do change:
  • Side-by-side layouts are fitted to the four-column layout the editor uses, so a two-column design becomes two even halves.
  • Background images and gradients are dropped; plain background colours are kept.
If something in a pasted design doesn’t survive, it’s usually a styling feature the editor has no matching setting for — tell us what’s missing and we can add it.
Typing @ to drop in a value like the patient’s first name works in the editor as usual, but not inside code you paste on the HTML screen — there it stays as plain text. If you want those values filled in, add them in the editor after the template loads.

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Editing a Template

In the Templates tab, click any template to open it, make your changes, and click Save. The updated version is used the next time anyone loads it.

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Archiving a Template

When a template is out of date, hover over it, click the trash icon in its top corner, and confirm. Archived templates stop showing up when staff load templates while composing, so no one sends an outdated message by mistake. Archiving does not affect emails you’ve already sent.

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Using a Template When Composing

Click Select template and pick one. The template drops straight into the email, and you can edit it like any other message before sending — loading a template is just a starting point. You’ll find Select template in a few places:
  • Emailing a patient directly: the button sits just above the writing area. The template fills in the subject and the message.
  • Email blasts: the button sits just above the writing area. The template fills in the subject and the message.
  • Replying and forwarding: the button sits just above the writing area. The template is added above the message you’re replying to, so the earlier conversation stays put, and your “Re:” or “Fwd:” subject line is left as it is.
  • Sequence email steps: the button sits just above the writing area. The template fills in the subject and the message.
If no one at your clinic has saved a template yet, the Select template button stays hidden until there’s one to load.