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Creating an Email Template

Learn how to create, edit, and manage email templates, including adding attachments, reports, and custom fields for efficient emailing.

Theodore Lau avatar
Written by Theodore Lau
Updated this week

Email templates can be used for nearly any email sent from our system. Common uses include sending mass emails to tenants, payment reminders, upcoming date notifications, or vendor communications.

Accessing Email Templates

Email templates can be found by navigating to Settings, then selecting Templates - Email/Texts/Forms from the sidebar.

Creating a New Template

  1. From the Email Templates page, click Create a Template.

    • Alternatively, you can duplicate an existing template by clicking Duplicate a Template, or edit one by clicking the three-dot menu (•••) next to an existing template, then selecting Edit.

  2. Give your template a clear, recognizable name.

  3. Enter the Subject for your email. Since templates are typically used for multiple recipients, keep the subject clear and general.

  4. Compose the email body. You can:

    • Keep the text general for wide applicability.

    • Include Data Fields for customized information specific to the recipient (for more on this, see our help article on Using Data Fields).

Adding Attachments

Attachments can also be included in your template. Click Add Attachment to open the attachment menu. From there, you can:

  • Choose template: Select from system templates such as invoices or maintenance slips. Select the relevant category and specific template.

  • Choose report: Select from dynamically generated reports available in the system, such as Balance Sheets or Invoice Payment Reports.

  • Choose document form: Add a document form. Document forms are similar to templates but not tied to a specific record type.

  • Add existing attachment: Choose files previously uploaded to the system. Select the location (Building, Unit, Lease, Bill, or Maintenance Request), the specific record, then the file.

  • Upload file: Upload a new file directly from your computer.

Saving Your Template

When your template is complete, click Save at the bottom. Your email template will now be available for use when sending emails to multiple recipients or individual tenants and vendors.

For more detailed guidance on sending emails, please refer to our related help articles.

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