Email Templates

Email templates are the canned formats you reuse for routine messages: quote covers, payment reminders, pre-departure packs, post-trip follow-ups, supplier confirmations. They save time and keep your tone consistent across the team.

Templates are managed under Settings → Email Templates.

What a template looks like

Each template has:

• Name: internal name shown in the template picker.
• Description: optional context for the team.
• Category: customer, supplier, internal, etc.
• Subject: with merge variables.
• Body: rich-text with merge variables.
• Default attachments: e.g. the booking PDF.
• Default recipients: e.g. the booking's customer.

Merge variables

Use {{...}} placeholders to insert live data when the template is rendered. Common variables:

• {{customer.first_name}}, {{customer.full_name}}
• {{booking.reference}}, {{booking.travel_start_date}}, {{booking.travel_end_date}}
• {{user.first_name}}: the signed-in user sending the email
• {{organisation.name}}, {{organisation.signature}}
• {{document.number}}, {{document.amount_due}}: for invoice-attached emails

The template editor includes a variable picker that lists everything available.

Using a template

From any compose window (a booking's Communications tab, the unified outbox, or a customer document) click Apply Template and choose one. Subject, body, recipients, and attachments are populated. You can edit before sending.

Default templates

Several actions can be configured to use a specific template by default, e.g. "Send Quote" emails always use the Quote template. Defaults are set under Settings → Email Templates.

Categories and organisation

Group templates by category so the picker is easy to navigate. Archive templates you no longer use. Archived templates remain attached to past communications but won't appear in the picker.

Sending and tracking

Once sent, emails appear in the Outbox with delivery status. Open and click tracking is available depending on your plan and email provider configuration.