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Email templates control the subject and body used for notification events.

Edit them when you want customer-facing emails to match your brand, explain the next action more clearly, or support another language.

Open Email Templates

Open Settings > Email Templates.
Choose the Locale you want to edit.
Select the module tab.
Open the event template you want to update.
Edit the subject and body.
Save the template.

Locale

Use locale when your workspace sends emails in more than one language. Always edit the locale your customers will receive.

If your team only sends one language today, keep changes in the active customer locale. Do not translate one template without checking the related templates in the same workflow, such as invoice sent, payment received, and reminder emails.

Subject and Body

Keep subjects specific and bodies action-oriented. Tell the recipient what happened and what they need to do next.

Before saving, check:

Required links and action buttons are still present.
Variables are unchanged unless you intentionally replaced them.
The subject names the record or action clearly.
The body explains what happened and what the recipient should do.
The tone fits customer-facing communication.

Do not remove signing, payment, booking, or document links unless you are sure the event does not need a customer action.

Edit Customer-Facing Copy

Write the email for the person receiving it. Customer emails should explain the record, the action needed, and what happens next. Internal notification emails can be shorter, but they should still include enough context for the teammate to open the right record.

Avoid adding support promises, payment terms, cancellation rules, or legal language that conflicts with your invoices, contracts, booking policy, or website. If the email sets an expectation, make sure the operational workflow matches it.

Work With Variables

Variables insert record-specific information such as names, links, amounts, dates, or document titles. Keep variable names exactly as provided. Changing the spelling or punctuation can make the email send with missing information.

When rewriting copy around a variable, read the sentence with sample values in place. This catches awkward wording and broken grammar before customers receive the email.

If a variable is required for payment, signing, booking, or account access, do not replace it with a pasted link from a test record. Use the provided variable so each sent email points to the correct customer's record.

Preview And Test

After editing a template, trigger the smallest safe test event. For example, send a draft invoice to an internal address, send a test document, or create a test booking notification.

Review the received email for missing variables, broken links, spacing issues, and confusing instructions. If the email is wrong, edit the template again before sending the workflow to customers.

Review a Workflow Set

Many workflows send several related emails. If you edit one invoice, estimate, booking, or document email, review the neighboring emails too. The sent, reminder, completed, paid, accepted, rejected, and failed messages should not contradict each other.

Reset Or Roll Back

If a template becomes confusing or links stop appearing, compare it with the default copy or reset it from the template tools when available. Keep a copy of important custom wording before resetting.

If a reset is not available, copy the current body into a temporary note, rebuild from a known-good template, and test the event again.

Permissions

Only users with the right workspace role can manage email templates. Users without permission can review templates but cannot save changes.

Edit Email Templates