Email templates
Reusable client emails with order and contact data merged in — sent by automations.
Overview
An email template is a reusable subject and body into which the event's data is merged at send time: the contact's name, the order number, its status. The emails themselves are sent by automations through the Send email action. Open Settings → Email templates in the project sidebar.
Viewing requires the Email templates permission; editing requires the edit permission for them.
Mail sender
The gear icon in the page header opens the sender settings. Emails sent by automations and from a contact's card go out through the sender you set up here: your own SMTP server, so the client receives the email from your domain rather than from the platform. Until a sender is configured, no emails are sent. This matters for deliverability: mail services are more likely to spam-filter a message sent from someone else's domain.
Fill in the sender name and address, the reply-to address, the server, port, username and password. The SSL connection toggle is usually on for port 465 and off for 587.
The password is stored encrypted and never shown back — leave the field empty when saving again to keep it. The other fields (server, port, addresses) aren't secrets and are stored as they are.
The Track opens and clicks toggle adds an invisible image to the email and routes links through Configo so the journal can record that it was opened and clicked. It is off by default: this collects data about your clients and the decision is yours. If you turn it on, mention it in your privacy policy.
The Remove sender button in the same window deletes the saved SMTP settings and password. Until a new sender is set, the Send email automation action fails and the contact's Send email button is disabled.
Creating a template
Click Add. A template has three fields:
- Name — for you only, to tell templates apart in the list and when picking one in an automation.
- Subject — what the client sees in their inbox. Merge tags work here.
- Body — the email itself. Supports markdown:
**bold**, lists, links written as[text](address).
Merge tags
The available tags are listed under the body — click any of them to append it to the text.
| Tag | What it fills in |
|---|---|
{{contact.name}} |
Contact name |
{{contact.email}} |
Contact email |
{{contact.phone}} |
Contact phone |
{{order.serial}} |
Order number |
{{order.status_name}} |
Order status name |
{{order.total_amount}} |
Order total |
{{task.title}} |
Task title |
{{project.name}} |
Project name |
A tag the event has no data for renders empty. An email on the "Task overdue" event, for instance, knows the
task and its contact but may not know an order — {{order.serial}} then renders as an empty string and the email
still goes out. Worth keeping in mind when writing: better that "Your order {{order.serial}}" becomes "Your order"
than that the email isn't sent at all.
Sending
A template sends nothing on its own — it is picked in the Send email action of an automation. The recipient is always the contact the event is about.
The email goes out from the sender configured above. With no sender configured, the automation's run fails and the history shows why.
Deleting
The trash icon deletes a template permanently. If an automation referenced it, that automation stops working and records an "email template was deleted" error in its run history — pick another template there.