Email Template Variables and Reset
Use merge variables carefully and reset templates when needed.
Email templates often include variables that Agiled replaces when the email is sent.
Variables are part of the delivery contract. They connect the email copy to the actual invoice, estimate, booking, document, workspace, or customer record.
Treat variables like functional parts of the email. They are not just copy; they can contain payment links, signing links, booking details, numbers, or customer names.
Variables
Variables look like placeholders in the subject or body. Keep variable names intact. If a variable is removed or misspelled, the final email may be missing important customer, document, payment, or appointment details.
Do not translate or rewrite the variable token itself. Translate the surrounding sentence, but keep the placeholder exactly as the editor provides it.
If you are unsure what a variable inserts, test the template with a safe record instead of guessing. Variable names can look technical but may represent a customer-facing link or amount.
Editing Safely
Before saving a template, check:
- The subject still explains the email.
- The body includes the required action.
- Links and variables are still present.
- The tone is clear and professional.
- The template matches the selected locale.
Send or preview a low-risk record after editing. Confirm variables render as real customer, invoice, document, booking, or workspace values.
If a variable renders blank, check whether the record actually has that value before changing the template again.
Use records with realistic data for testing. A blank test customer can make a working variable look broken.
Test Important Templates
Test templates that involve invoices, estimates, public links, booking links, password reset, or verification. Confirm variables resolve and the recipient has a clear next action.
Variable Review Examples
Review variables by purpose:
- recipient variables identify who the message is for
- record variables identify invoice, estimate, document, booking, or task
- link variables let the recipient pay, sign, view, accept, or reset
- workspace variables show business identity and support context
Do not remove link variables unless the email no longer needs the recipient to act.
Reset a Template
Use reset when a customized template should return to its default content. Reset only after confirming the customization is no longer needed.
Before resetting, copy any custom language your team may need later. Resetting can remove brand voice, special payment instructions, support contacts, or localized wording.
After resetting, send or preview a real low-risk record before using the template with customers. Defaults may still need your workspace's support details or payment instructions.
Record why a reset was done if the template belongs to a billing, booking, document-signing, or account-access workflow. This helps future admins understand why custom wording disappeared.
Safe Variable Changes
Change surrounding wording freely, but keep action-link variables, payment-link variables, signing-link variables, and record-identifying variables unless you are certain the email does not need them.
Troubleshooting
If a link is missing from a sent email, check whether the link variable was removed or misspelled.
If a variable is blank, check the source record first. The template may be correct but the invoice, contact, appointment, or document may be missing data.
If a reset removes required custom instructions, restore the needed wording from your saved copy before sending customer emails again.