Step 1: Go to the Templates section on the Admin page
Admin level users can navigate to the Admin Settings area if they need to add a new email template to their account.
After going to the admin page scroll down to the bottom of the sidebar and select Templates
Step 2: Add a new Email Template
In the Template Settings area, select 'New Template' and begin populating your template with a subject line and body text.
Be sure to name your template something unique and clear so other users understand its purpose.
Use merge tags to personalise your email body with data such as staff and shift info.
Click 'Save'.
Step 3: Utilize your Email Template
When emailing staff from the Staff page or Planner page, you can chose one of your created templates to pre-fill the contents of your email.
After adding the template, you can edit any of the content prior to sending the email.
Be sure to utilize merge tags when necessary to prefill the email with necessary data. Note that not all merge tags are usable at all times e.g. you can't email shift details when emailing from the staff sidebar.
Available Merge Tags
Tag | Can Use When |
{{staff_fullname}} | Sending Any Email |
{{staff_firstname}} | Sending Any Email |
{{staff_lastname}} | Sending Any Email |
{{staff_schedule}} | Only When Sending From Staff Sidebar |
Use the {{staff_schedule}} tag to send staff details about their upcoming confirmed shifts from the staff sidebar. |
|
|
|
{{shift_date}} | When Sending Emails About Selected Shifts |
{{shift_start}} | When Sending Emails About Selected Shifts |
{{shift_duration}} | When Sending Emails About Selected Shifts |
{{shift_task}} | When Sending Emails About Selected Shifts |
{{shift_label}} | When Sending Emails About Selected Shifts |
{{shift_note}} | When Sending Emails About Selected Shifts |
{{shift_staff_note}} | When Sending Emails About Selected Shifts |
{{shift_department}} | Only When Sending Emails About Selected Shifts |
|
|
{{project_name}} | When Sending Emails About Selected Projects and Shifts |
{{project_location}} | When Sending Emails About Selected Projects and Shifts |
{{project_client}} | When Sending Emails About Selected Projects and Shifts |
{{project_comment}} | When Sending Emails About Selected Projects and Shifts |
{{project_schedule}} | Only When Sending Emails About Selected Projects |
Use the {{project_schedule}} tag to send staff details about shifts they're scheduled to work on a selected project. |
|
|
|
{{today_date}} | Sending Any Email |