What This Screen Does

This is where you create a new email template that the system will use to send automated emails to your members. Think of it like designing a letter template — you pick what kind of email it is (welcome, cancellation, fine, etc.), write the subject line, design the body using a drag-and-drop editor, and optionally attach files. Once saved, the system will use this template whenever that type of email needs to go out.

How to Get There

Open the dashboard.
In the left-hand menu, click Email template.
Click the + New button (or equivalent create action) in the top-right corner.
You are now on the Create Email Template screen.

Step-by-Step Guide

1. Review Available Placeholders

At the top of the page you will see a Placeholders section.
Placeholders are special tags like ##{{FULL_NAME}} that the system automatically replaces with real data when the email is sent.
The placeholders shown depend on the Type you select (see step 3). When you change the type, the list updates automatically.
The following placeholders are always available, regardless of type:

Placeholder	What It Becomes
`##{{FULL_NAME}}`	Full name of the member receiving the email.
`##{{FIRST_NAME}}`	First name of the member.
`##{{LAST_NAME}}`	Last name of the member.
`##{{CHAIN_NAME}}`	The name of your chain/brand.

Additional placeholders appear based on the selected type. See the Placeholders by Type section below for the full list.

2. Enter a Name

Scroll down to the Details section.
In the Name field, type an internal name for this template.
This name is only visible to staff — members will never see it.
Use something descriptive like “Welcome Email – January 2025” or “Late Cancellation Fine”.

Field	Required	What to Enter
Name	Yes	An internal name to identify this template (e.g. “Welcome Email v2”).

3. Select a Type

Open the Type dropdown.
Choose the kind of email this template is for.
The type determines when the system sends this email and which placeholders are available.
Available types (sorted alphabetically):

Type	When It Is Sent
Cancellation	When a membership is cancelled.
Custom	Manually triggered; all placeholders are available.
Drop In	When a member signs up for a drop-in class.
Fine When Never Met	When a member is fined for not showing up at all.
Fine When Too Late	When a member is fined for cancelling too late.
Guest	When a guest is registered for a class.
Missing Payment	When a payment is overdue.
Put On Hold	When a membership is put on hold.
Referral	When a referral is made.
Task Confirmation	When a task is confirmed.
Ticket Confirmation	When a ticket for an event is purchased.
Welcome Email	When a new member signs up.
Welcome Email Existing Member	When an existing member gets a new membership.

Field	Required	What to Enter
Type	Yes	Select the email type from the dropdown. Defaults to “Welcome Email”.

4. Write the Subject Line

In the Subject field, type the subject line that members will see in their inbox.
You can use placeholders here too (e.g. “Welcome to ##{{CHAIN_NAME}}, ##{{FIRST_NAME}}!”).
Keep it short and clear — this is the first thing the recipient reads.

Field	Required	What to Enter
Subject	Yes	The email subject line. Supports placeholders.

5. Design the Email Content

Below the subject you will find the Content area — a drag-and-drop email editor.
Use it to design your email visually, just like building a web page with blocks.
You can drag in text blocks, images, buttons, dividers, and more.
To insert a placeholder, simply type it into a text block (e.g. ##{{FIRST_NAME}}).
To upload images inside the editor, use the built-in image tool — images are uploaded to the server automatically.
The editor loads with a white background by default.

6. Add Attachments (optional)

Below the editor you will see the Attachment upload area.
Drag and drop files onto it, or click to browse your computer.
Accepted file types: plain text, PDF, ODT, DOC, and DOCX.
Each file must be under the maximum file size allowed by the system.
To remove an attachment, click the delete icon on the file.
Attachments are optional — skip this step if your email does not need any.

Field	Required	What to Enter
Attachment	No	Upload one or more files (PDF, DOC, DOCX, ODT, or plain text).

7. Save

Click the Create button at the bottom-right of the form.
The button is disabled until the email editor has fully loaded. If it is greyed out, wait a moment.
The system will:
1. Validate that Name, Type, and Subject are filled in.
2. Export the HTML and design JSON from the email editor.
3. Create the email template record on the server.
4. Upload any attachments you added.
5. Navigate you back to the previous page.
You will see a green “Create success!” notification at the bottom of the screen.

Placeholders by Type

Depending on the type you select, additional placeholders become available beyond the four universal ones. The Custom type gives you access to all placeholders.

Type	Extra Placeholders
Welcome Email	`##{{MEMBERSHIP_TYPE_NAME}}`, `##{{PLAY_STORE_LINK}}`, `##{{APP_STORE_LINK}}`, `##{{PASSWORD}}`, `##{{DOOR_CODE}}`
Welcome Email Existing Member	`##{{DOOR_CODE}}`
Fine When Too Late	`##{{DATE}}`, `##{{FINE_AMOUNT}}`, `##{{CLASS_NAME}}`
Fine When Never Met	`##{{DATE}}`, `##{{FINE_AMOUNT}}`, `##{{CLASS_NAME}}`
Put On Hold	`##{{ON_HOLD_UNTIL}}`, `##{{VALID_TO}}`, `##{{MEMBERSHIP_TYPE_NAME}}`
Cancellation	`##{{VALID_TO}}`, `##{{MEMBERSHIP_TYPE_NAME}}`
Guest	`##{{CLASS_NAME}}`, `##{{CLASS_SUBTITLE}}`, `##{{CLASS_DATE}}`, `##{{CLASS_TIME}}`, `##{{CLASS_DATETIME}}`, `##{{PLAY_STORE_LINK}}`, `##{{APP_STORE_LINK}}`, `##{{PASSWORD}}`, `##{{DOOR_CODE}}`
Referral	`##{{CANDIDATE_NAME}}`, `##{{REFERRER_NAME}}`, `##{{REFERRAL_BONUS}}`, `##{{REFERRAL_EXPIRY_DATE}}`
Missing Payment	`##{{LINK}}`
Drop In	`##{{MEMBERSHIP_TYPE_NAME}}`, `##{{PLAY_STORE_LINK}}`, `##{{APP_STORE_LINK}}`, `##{{PASSWORD}}`, `##{{DOOR_CODE}}`, `##{{CLASS_NAME}}`, `##{{CLASS_DATE}}`, `##{{CLASS_TIME}}`
Ticket Confirmation	`##{{TICKET_NAME}}`, `##{{EVENT_NAME}}`, `##{{BEGINS_DATE}}`, `##{{BEGINS_TIME}}`
Task Confirmation	`##{{TASK_NAME}}`, `##{{TASK_DESCRIPTION}}`, `##{{DATE}}`
Custom	All placeholders from every type above.

What Happens Behind the Scenes

You click "Create"
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Form validates Name, Type, and Subject (Yup schema)
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Email editor exports HTML and design JSON
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API call: MailTemplatesService.create({ body: { name, type, subject, html, json, ... } })
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Template record is created, server returns the new ID
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(If attachments were added)
API call: MailTemplatesService.uploadAttachment({ id, files: [attachments] })
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Success notification appears ("Create success!")
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You are navigated back to the previous page

Troubleshooting

“I filled everything in but the Create button is greyed out”

The button stays disabled until the email editor has fully loaded. This can take a few seconds, especially on slower connections.
Wait for the editor canvas to appear and become interactive. Once it is ready, the button will turn active.
If it stays greyed out for more than 30 seconds, try refreshing the page.

“I get a validation error when I click Create”

Make sure all three required fields are filled in: Name, Type, and Subject.
Look for small red error messages below each field — they tell you exactly what is missing.
The Type field defaults to “Welcome Email”, so it is unlikely to be empty, but double-check it has a valid selection.

“My placeholders are not showing up in the Placeholders section”

The list of available placeholders changes based on the Type you have selected.
If you need a specific placeholder, check the Placeholders by Type table above to see which type supports it.
Selecting the Custom type gives you access to all placeholders.

“My attachment failed to upload”

Make sure the file is one of the accepted types: plain text, PDF, ODT, DOC, or DOCX.
Check that the file does not exceed the maximum allowed file size.
If the template was created but the attachment failed, go back to the template, edit it, and try uploading the attachment again.

“I see an error message in a red banner after clicking Create”

A red alert will appear at the top of the form with details about what went wrong.
Common causes: a server error, a network timeout, or a conflict with an existing template.
Read the error message carefully. If it is unclear, try again in a few moments.
If the problem persists, contact your administrator with the exact error text.

“Images I add in the email editor are not showing up”

Images are uploaded to the server automatically when you add them in the editor.
If the upload fails, check your internet connection and try adding the image again.
Make sure the image file is not too large. Smaller, optimized images work best for emails.

“I chose the wrong type and now my placeholders are gone”

Simply change the Type dropdown to the correct type. The placeholder list updates immediately.
Any placeholders you already typed into the email content will stay in the text — they just will not be replaced with real data if they do not match the selected type.
If you are unsure which placeholders work with your type, refer to the Placeholders section on screen or the table in this guide.

“The email editor is not loading at all”

The editor requires an internet connection to load, as it is powered by an external service.
Try refreshing the page.
Check if your browser is blocking third-party scripts or iframes — the editor needs these to work.
Try a different browser if the problem persists.

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