Agiled Docs

Email templates control the message content Agiled sends for supported system emails and notifications.

Edit templates when your team needs different wording, support contact details, brand tone, or instructions. Keep templates operational: every email should tell the recipient what happened and what they should do next.

Edit A Template

Open Settings.
Go to Email Templates or Notifications.
Select the template.
Update the subject and body.
Use available variables where needed.
Save the template.

Variables insert workspace, customer, document, invoice, booking, or user data when the email is sent.

Edit one template at a time and test it before changing related templates. This makes it easier to find which change broke a link, variable, or subject line.

Before Editing

Keep the email clear and actionable. Do not remove important links, payment instructions, signing instructions, booking details, or support contact details.

Check the template's purpose before editing. Invoice emails should preserve payment links, estimate emails should preserve approval or signature instructions, document emails should preserve signing links, and booking emails should preserve date, time, and location details.

Test Template Changes

After saving, send or preview a low-risk record where possible. Confirm:

Variables render with real values.
Links open the correct public page.
Subject line is clear.
The message still makes sense on mobile.
The support or reply-to instructions are correct.

Test with realistic data. Long customer names, long invoice numbers, multiple line items, and mobile screens can expose layout or copy problems that do not show up in a short preview.

Roll Out Template Changes

Treat important template edits like a small release. Identify which workflow uses the template, keep a copy of the previous wording, and test the full path from trigger to customer action. For example, after changing an invoice email, send a draft invoice, open the payment link, and confirm the customer can still reach the intended page.

Use template edits for message clarity, not hidden process changes. If a policy, price, cancellation rule, or approval requirement changes, update the source setting or contract as well as the email copy.

Preserve Required Actions

Every operational email should keep the action the recipient needs:

invoice emails need payment or invoice-view links
estimate emails need approve, decline, or review instructions
document emails need recipient-specific signing or viewing links
booking emails need date, time, timezone, and location details
invitation emails need clear account setup or sign-in actions

Rewrite around these actions instead of replacing them with general marketing copy.

Common Mistakes

Avoid deleting required variables, pasting broken HTML, adding private internal notes, using a generic subject for every template, or changing a customer-facing template without testing the full send flow.

If a template breaks after editing, reset or restore the last known good copy, then reapply smaller changes. Test each change with a real record so broken variables or links are caught immediately.

Review By Template Type

Invoice and payment emails should keep payment links, amount context, and support instructions.
Estimate emails should keep approval, decline, signature, and download instructions where applicable.
Document emails should keep signing links and recipient-specific wording.
Booking emails should keep date, time, timezone, location, and reschedule instructions.
Invitation and account emails should keep sign-in or setup actions clear.

If a template uses a public link, open the generated email from a real test record and verify the link in a private browser window.

Edit Email Templates