Email Templates allow you to set up predefined emails which can then be used to send emails at will throughout the system. This takes away the hassle of having to type out standard emails each time you need to send one.
To access your Email Templates, head over to Settings and then select Emails. By default, Tradify comes with three standard Email Templates:
- Purchase Order
As the names suggest, these are the Email Templates that are used when emailing an Invoice, Purchase Order or Quote from the system. You're welcome to edit these to your preference. To do so, just click on the relevant Email Template name.
Adding a new Email Template
To create a new Email Template, head over to Settings, select Emails, then select "New Email Template". Add the relevant details and then select "Save".
Note: For the purpose of this video, we've left most of the options blank and instead listed a comprehensive overview of each option below.
Template Name – Input a display name for your Template.
Note: This is for internal viewing only and is not customer facing.
Cc – Use this field to add Cc (carbon copy) email addresses to. Cc addresses will pre-populate onto any email created from this template.
Bcc – Use this field to add Bcc (blind carbon copy) email addresses to. Bcc addresses will pre-populate onto any email created from this template.
Subject – Use this field to add a subject line for your template.
Note: This is customer facing.
Message – Use this field to input the message you'd like to state to your customers.
Using Template Variables
Template Variables are fields that are dynamically substituted when the corresponding text is entered. For example, if you wanted the Invoice Number to automatically appear in the Subject Line of an email, you can achieve this by using the corresponding variable.
Note: Template Variables can either be used in the Subject Line or within the body of the message itself. These variables are hardcoded into the system, which, unfortunately means, custom variables cannot be created for use.
To see a list of available variables, open up your template and then select "Want to use template variables?".
The following variables will be shown:
With regards to the examples above, notice how in the second example you can calculate a value by using basic 'add' and 'subtract' methods. Using this method will allow you to render the desired value. i.e. [month -2] = current month - 2 months. In the example above, September is the current month, therefore, the value returned is "July".
Deleting an Email Template
To delete an Email Template, head over to Settings, click on Emails and then select the X icon on the right-hand side of the template you wish to delete.
Note: Email Templates cannot be deleted if they have already been used on a Quote, Job, Invoice, Purchase order, Bill, or if it's assigned as a default email template on a customer or supplier. For this reason, it's recommended to use the "archive" function (covered in the following section).
Archiving an Email Template
Archiving an Email Template will subsequently remove it from being used or seen throughout Tradify. You will still have visibility of it within Settings and also within historical records, but it won't show as an option anywhere else.
To archive an existing Email Template, head over to Settings and select Emails. Next, click on the relevant template and then select "Archive this Email Template", followed by "Save".