When you use the bulk email functions (located at Reporting > Correspondence > Email Messaging), you can write the email message from scratch, or you can select an email template.
The dropdown menu for Select Email Template contains a number of default templates, designed for specific purposes; for example, sending an invoice or statement to a tenant. This article describes how to add a new template to the selection.
To create a custom email template
Go to the Company Settings screen and open the Email Templates tab.
In the tab, click the Add Template button.
A blank template screen appears.
Complete the screen.
For | The type of person who will receive the email: Tenant. Owner, Vendor, or Prospect. |
Title | Enter a descriptive name for the template. (When you generate email, you select the template by name.) |
Item to Replace, Token | Use these fields to pull information from the database. For example, if you want to include the tenant's name in your message, select Tenant Name. A token appears: ^TenantName^. Copy and paste the token into the template. |
Subject | The subject line of the email. |
Header | The greeting. |
Message | The body of the message. |
Footer | The signature. |
Click Save.
In the Tenant Email Messaging screen, you can now select "your" custom template.
User-defined templates are marked "custom" to distinguish them from default templates.