📝 Overview
Email templates allow you to create reusable, pre-formatted emails for a variety of purposes, including registration confirmations, event reminders, team approval notifications, and broadcast marketing messages. Rather than composing a new email from scratch each time, templates save time and ensure consistent messaging across your organization.
Templates are built and managed from the Email Templates page and can be personalized using variables that automatically pull in customer, event, or organization-specific details. You can create as many templates as needed, organize them by use case, and assign them directly within season settings or send them through the Customer Search & Email tool.
🛠️ Setup
🗺️ Accessing Email Templates
To access Email Templates, use the Global Search Box and type Email Templates, or click Customers in the top navigation and select Email Templates.
➕ Creating a New Template
Click the arrow to learn how to create a new email template
Click the arrow to learn how to create a new email template
Click the + button in the top left corner of the Email Templates page.
In the New Email Template window, enter a Title for your template.
Use the Body editor to compose your email content.
To insert a variable, click the Template Variables dropdown in the editor toolbar and select the variable you want to add.
Click Save.
✏️ Editing an Existing Template
Click the arrow to learn how to edit an existing template
Click the arrow to learn how to edit an existing template
You can open an existing template for editing in two ways:
Click directly on the template name in the list.
Click the pencil icon in the Controls column on the right.
Make your changes in the editor and click Save when finished.
✍️ Note: If a template is no longer in use, you can inactivate it by toggling it inactive from the edit page. To view inactive templates on the Email Templates page, click the Show Inactive Templates toggle on the left side of the page.
📋 Template Options
Click the arrow to learn about available template options
Click the arrow to learn about available template options
Each template in the list includes four action icons in the Controls column:
👁️ Preview - View a read-only preview of the template.
✏️ Edit - Open the template for editing.
📋 Copy - Duplicate the template to use as a starting point for a new one.
🗑️ Delete - Permanently remove the template.
📍 Where Email Templates Are Used
Email templates can be assigned and used across several areas of the platform.
📨 Registration Emails
🔔 Registration Emails: Registration emails are sent automatically when a customer is added to a roster for a class, camp, or team. You can assign a template at the Season or Level within your program settings.
✅ Team Approval
🔔 Team Approval: Team Approval uses email templates to notify team managers when their team status changes. Three templates are required, one each for Pending, Approved, and Declined statuses.
📢 Customer Search & Email
🔔 Customer Search & Email: When sending a broadcast email through the Customer Search & Email tool, you can select any saved email template to use as the body of your message.
🔁 Free Trials & Make Ups
✍️ Note: If this feature is available to you, email templates for Free Trials and Make Ups are assigned directly within your season settings. These templates follow the same creation process outlined in this Email Template article.
📐 Email Variables
Variables allow you to automatically pull in personalized details directly into your email templates, including a customer's name, facility information, or event details. Variables are available in the Template Variables dropdown within the email editor toolbar.
Not all variables are available for every template type. Use only the variables that apply to the type of email you are creating.
🌐 Available for All Email Templates
Click the arrow to view variables available for all email templates
Click the arrow to view variables available for all email templates
The following variables can be used in any email template:
{{ logo }}
{{ date }}
{{ company_code }}
{{ facility_name }}
{{ facility_phone }}
{{ facility_website }}
{{ facility_email }}
{{ facility_address }}
{{ online_support_phone }}
{{ online_support_email }}
{{ online_login }}
{{ facebook }}
👤 Customer Emails Only
Click the arrow to view variables available for customer email templates
Click the arrow to view variables available for customer email templates
The following variables are only available for customer email templates:
{{ customer_name }}
{{ customer_barcode }}
{{ playercard_barcode }}
⏰ Reminder Emails Only
Click the arrow to view variables available for event reminder templates
Click the arrow to view variables available for event reminder templates
The following variables are only available for event reminder templates:
{{ event_date_time }}
{{ event_description }}
{{ event_type_name }}
{{ resource_name }}
{{ locker_room_info }}
{{ customer_name }}
{{ child_name }}
{{ child_email }}
{{ rsvp_url }}
{{ standings_url }}
{{ block('address') }}
{{ block('team_names') }}
{{ block('event_time_listings') }}
{{ block('note_listings') }}
{{ instructor_name }}
📋 Registration Emails Only
Click the arrow to view variables available for registration templates
Click the arrow to view variables available for registration templates
The following variables are only available for registration templates:
{{ season_name }}
{{ league_name }}
🏆 Team Approval Emails Only
Click the arrow to view variables available for team approval notification templates
Click the arrow to view variables available for team approval notification templates
The following variables are only available for team approval notification templates:
{{ season_name }}
{{ league_name }}
{{ team_name }}
{{ team_manager_name }}
{{ employee_name }}
{{ employee_email }}
{{ employee_phone }}
✨ Creating Professional-Looking Templates
💡 Looking for a better email editing experience? Integrating with Constant Contact gives you access to a professional-grade email editor with a wider range of design tools and formatting options. Your templates are stored directly in your Constant Contact account, making it easy to manage your email designs and track performance metrics all in one place.
🖼️ Adding Images to Your Template
Click the arrow to learn how to add images to your email template
Click the arrow to learn how to add images to your email template
⚠️ Important Note: The email editor does not support direct image uploads. Images must be hosted externally and linked via URL. Make sure your URL links directly to the image file, not to a page where the image is displayed.
Free image hosting tools such as Imgur (https://imgur.com) or Pasteboard (https://pasteboard.co) can be used to upload your image and generate a direct link.
Upload your image to your preferred image hosting site.
Once uploaded, right-click the image and select Copy Image Address to get the direct URL.
In the email editor, click the image icon in the toolbar.
In the Insert/edit image modal, paste the direct image URL into the Source field.
Click OK.
🎨 Using HTML for Advanced Formatting
Click the arrow to learn how to use HTML in your email templates
Click the arrow to learn how to use HTML in your email templates
The email editor is intentionally simplified to ensure your emails display correctly across all devices and email clients. Allowing custom fonts has been found to create inconsistent formatting, so the editor uses a clean, standard font to keep templates looking polished.
For more advanced formatting, including custom layouts, branded headers, or styled content, you can paste HTML source code directly into the template using the source code view in the editor toolbar.