Email Templates

Email templates help you maintain consistent, professional communications while saving time on recurring messages.

Accessing Templates

Navigate to Admin > Settings > Email Templates to manage your templates.

Template Types

There are two types of templates: System and Custom.

System Templates

System templates are used for automated emails sent by the platform. These include:

• Application Received - Confirmation sent to applicants
• Application Approved - Notification when an application is approved
• Application Rejected - Notification when an application is rejected
• Application Waitlisted - Notification when placed on waitlist
• Application Invited - Invitation to a club session
• New Application Notification - Alert sent to club admins
• Password Reset - Password recovery emails
• Welcome Member - Welcome email for new members
• Member Invite - Login invitation for imported members
• Membership Activated - Sent when membership becomes active
• Renewal Reminder - 30 Days - First expiry reminder
• Renewal Reminder - 7 Days - Urgent expiry reminder
• Membership Expired - Notification when membership lapses
• Membership Renewed - Confirmation of renewal

System template restrictions:

• Can edit subject line and body content
• Cannot change the template name
• Cannot delete the template
• Cannot duplicate the template

This ensures automated emails always have valid templates while still allowing you to customise the messaging for your club.

Custom Templates

Custom templates are ones you create for manual bulk emails. Use them for:

• Newsletter templates
• Event announcements
• Match notifications
• Seasonal greetings
• Policy updates

Custom template capabilities:

• Full editing (name, subject, body)
• Can duplicate to create variations
• Can delete when no longer needed

Creating a Template

1. Click Add Template on the templates page
2. Enter a template name (for your reference)
3. Write a subject line - you can use merge tags
4. Compose the email body using the text editor
5. Click Create Template

Editing Templates

1. Find the template in your list
2. Click the edit (pencil) button
3. Make your changes
4. Use Show Preview to see how it looks with sample data
5. Click Save Template

Changes apply to future emails only - previously sent emails are not affected.

For system templates, the name and type fields are read-only to protect the automated email system.

Duplicating Templates

For custom templates only:

1. Click the menu button (three dots) on the template row
2. Select Duplicate
3. A copy is created with "(Copy)" appended to the name
4. Edit the copy as needed

Deleting Templates

Custom templates can be deleted:

1. Click the menu button (three dots) on the template row
2. Select Delete
3. Confirm the deletion

Note: System templates cannot be deleted.

Merge Tags

Merge tags personalise each email with recipient data. Insert them by typing directly or using the variable helper when editing.

Available merge tags:

| Tag | Description | Example Output |

|-----|-------------|----------------|

| {first_name} | Recipient's first name | Sarah |

| {last_name} | Recipient's last name | Johnson |

| {full_name} | Full name | Sarah Johnson |

| {email} | Email address | sarah@example.com |

| {club_name} | Your club name | Acme Badminton Club |

| {membership_status} | Current status | Active |

| {membership_expiry} | Expiry date | 31 March 2026 |

| {current_date} | Today's date | 1 February 2026 |

System templates may have additional tags specific to their purpose (e.g., {login_url}, {reset_link}).

Using Templates When Composing

When writing a bulk email:

1. Go to Admin > Communications
2. Click Compose Email
3. Select a template from the dropdown
4. The template content loads into the editor
5. Customise as needed for this specific email
6. Select recipients and send

Best Practices

Writing Effective Templates

1. Start with the purpose - Know what action you want recipients to take
2. Keep it scannable - Use short paragraphs and clear structure
3. Front-load important info - Key message in the first paragraph
4. Include contact details - How to respond or get help
5. End with a clear call-to-action - What should the recipient do next

Maintaining Templates

1. Review periodically - Update outdated information
2. Name clearly - Use descriptive names that indicate purpose
3. Test after editing - Preview and send test emails after changes
4. Remove unused templates - Delete custom templates you no longer need

Merge Tag Tips

1. Preview before sending - Check how tags render with sample data
2. Use appropriate formality - {first_name} for casual, {full_name} for formal
3. Don't over-personalise - Too many merge tags can feel robotic

Template Examples

Welcome Email

Subject: Welcome to {club_name}, {first_name}!

Dear {first_name},

We're thrilled to welcome you to {club_name}!

Your membership is now active. Here's what you can do next:

Complete your profile
Set your availability for matches
Check the club calendar for upcoming events

If you have any questions, don't hesitate to reach out.

See you on court!

The {club_name} Committee

Renewal Reminder

Subject: Your {club_name} membership expires soon

Hi {first_name},

This is a friendly reminder that your membership expires on {membership_expiry}.

To renew, please log in to your account or contact us.

We hope to see you continue as a valued member of {club_name}.

Best regards,
The Membership Team

Related Topics

• Communications Overview