There are multiple types of emails we send out to customers, ranging from account creation and booking notifications to membership confirmations and more.
As a venue, you may want to personalize these emails by adding specific details that make them unique to your brand.
So, let’s start with the basics: Where can you edit your emails?
You’ll find this option in your Admin Panel under Settings > Email.
The first thing you’ll notice is the Header and Footer sections. As the names suggest, the header is located at the top of the email, and the footer at the bottom. These sections appear consistently across all your email templates and are perfect for adding branding elements or important information that you want to include in every email."
Using the little pencil icon, you’ll have the ability to edit or modify your header and footer as needed.
There are three different elements you can add to your header or footer:
-
Image: You can upload and add images, such as your company logo or banners, to give your emails a more personalized, branded look.
-
Text: This allows you to add custom text, which can include anything from contact information to special messages that you want to appear in every email.
-
Divider: A divider is simply a line that separates sections, giving your email a cleaner, more organized appearance. It can also be used as a subtle decorative element.
You can easily add multiple elements by clicking the plus sign, either above or below the existing items. This gives you flexibility to arrange the elements in any order that suits your design.
The footer works exactly the same way, and you can add images, text, and dividers to that section as well.
Once you’ve created your header and footer, you’re ready to move on to designing the rest of your email templates. You’ll have the ability to create various templates, each tailored for different email types, ensuring a consistent and professional look across all communications.
To create a new email template, you’ll need to start by adding a Name, a Subject, and selecting the appropriate Type for the template.
Each venue may have a slightly different layout, but all templates will follow a similar structure, consisting of a header at the top, a middle section for the content, and a footer at the bottom.
Let’s walk through an example of creating a Purchase Confirmation template.
-
Name: Choose a name that is easy to recognize, such as “Purchase Confirmation” or something along those lines. This will help you quickly identify it later.
-
Subject: This will be the subject line of the email that the customer will see when they receive the confirmation after making a purchase.
-
Type: For this example, you’ll select Purchase Confirmation as the type.
Now, let’s quickly go over the different types of email templates available:
-
Account Code Confirmation/Account Link Confirmation: This email is sent when a customer creates an account or when you, as the venue, add their details. The customer will receive either a code or a link to activate their account.
-
Email Notification Event: This template is for setting up notifications for the venue. For example, you can configure it to notify you via email when a customer books a session.
-
Gift Card Confirmation: This email is sent to customers when someone buys them a gift card.
-
Membership Confirmation: When a customer purchases a membership that is processed through the venue (via the Admin panel), they’ll receive this email to confirm and accept the membership.
-
Membership Welcome: If a customer signs up for a membership on their own, they’ll automatically receive a welcome email as part of the membership activation.
-
Payment Link Confirmation: If you’ve set up a payment link for a customer to complete their purchase at the counter, this template will be used to send the customer an email with the payment link.
-
Purchase Confirmation: As the name suggests, this email is sent to customers to confirm their purchase after a transaction is completed.
Once you’ve selected the appropriate type, your template is ready to be customized and used. Now that we’ve reviewed the types of emails, you're ready to begin creating your own templates!
"As you can see, the middle-bottom template is our Purchase Confirmation email. You’ll notice that it’s the only one currently active, meaning it’s the only template that will be used for this type of email.
Clicking on the three vertical dots next to the template provides a few options:
-
Edit Design: This allows you to preview how the email will look and make changes by adding or editing elements. We’ll explore the design in more detail shortly.
-
Settings: Here, you can change the template’s name, update the subject line (which will appear in the customer’s email), or activate/deactivate the template.
-
Delete: If you no longer need this template, you can delete it entirely.
-
Deactivate/Activate: This option lets you toggle the template on or off, depending on whether you want it to be used.
Now, let’s take a closer look at the design and see how it will appear to customers."
"Every email template will automatically include a header and footer for consistency and branding purposes. While these areas will be visible in the template, you won’t be able to edit them directly in the Template Editor. Instead, they will be controlled by the settings you've established in the Header and Footer sections, allowing you to make changes there when needed.
In addition, you may notice that certain sections of the template are locked. These locked sections are hard-coded elements, likely tied to key functions such as bookings, memberships, or other important system features. Every email template will contain a mix of both locked and unlocked sections. The unlocked areas are where you’ll have full creative control, allowing you to easily add text, images, or dividers to suit your needs."