The Email Templates module allows your organization to manage all automated emails sent by the system. Admins can quickly view, edit, or create templates for notifications, ensuring communication is consistent, professional, and aligned with company standards.
Under the Templates section, you’ll find all the email templates your system uses for automatic notifications — such as leave requests, support tickets, or password resets.
By default, templates are already created for all major features, and you can easily edit, delete, or create new templates based on your business needs.
Default Templates Example #
| Name | Subject | Feature | Send Count | Status | Last Updated |
|---|---|---|---|---|---|
| Default Support | Support Request {{status}} | Support Request | 3 | Active | Oct 22, 2025 |
| Default Welcome Email | Welcome to {{company_name}} | Welcome Employee | 8 | Active | Oct 22, 2025 |
| Default Bill Create | Bill Request – {{status}} | Bill Request | 1 | Active | Oct 21, 2025 |
| Login OTP Tenant | Login OTP – {{company_name}} | Login OTP | 0 | Active | Sep 29, 2025 |
Create or Edit an Email Template #
Go to Templates → Create Template (to create a new email template) or Update Template (to edit an existing template).
When creating or editing a template, you’ll see options like:
- Template Name– Give your email a clear and meaningful name.
- Email Subject– The subject line shown to recipients.
- Select Feature– Choose which system feature (Support, Leave, Travel, Purchase, etc.) this template applies to.
- Select SMTP Configuration– Select which SMTP account will be used to send this email.
Update Template
Template Editor – Edit using:
- Drag & Drop Editor for a no-code design experience, or
- HTML Mode for full control over layout and styling.
You can also preview your design instantly with Show Preview or export it as HTML.
Template Variables Guide #
Use dynamic variables inside your template to automatically pull user-specific data when emails are sent.
Example: For a Support Ticket Mail Template,
Dear {{requestor_first_name}},
Your support request titled “{{issue_title}}” is now marked as {{status}}.
Available Variables:
{{requestor_first_name}}{{requestor_middle_name}}{{requestor_last_name}}{{issue_title}}{{issue_description}}{{issue_priority}}{{redirect_url}}{{status}}
How to Use:
- Copy any variable from the list.
- Paste it directly in your email content — example:
{{first_name}}. - The system will automatically replace it with real data when the email is sent.
Template Actions #
Each email template includes several actions:
- Send Email – Send a test message using the current template.
- Update Template – Modify the design or content in the built-in editor.
- Edit Template – Modify Email template information
- Activate / Inactivate – Enable or disable the template.
- Delete Template – Permanently remove it from the system.
Why It Matters #
A professional and well-configured email system ensures:
- Reliable delivery of all automated notifications.
- Consistent branding and tone in company communication.
- Easy customization for feature-specific messages.
- Full control over who sends what, and from which address.
Summary #
The Email Templates module lets admins manage all automated emails, ensuring consistent communication and branding. With easy editing, and dynamic variables, you can customize, preview, and send templates reliably across all system features.