Learning Hub · System

Predefined Emails & Custom Forms

Customise every automated email template and create your own custom form emails

What are Predefined Email Templates?

Predefined Emails are the system's library of ready-made email templates for every automated communication your business sends — welcome emails, booking confirmations, cancellation notices, invoices, payment receipts, vaccination reminders, booking reminders, thank-you follow-ups, seasonal promotions, and more. Each template comes with professional default content that you can fully customise. Templates use dynamic variables (like {{clientFirstName}}, {{petName}}, {{totalAmount}}) that auto-fill with real data when sent. You can also create entirely new Custom Form emails for newsletters, announcements, or any purpose you need.

How the template system works

The system provides a complete email management workflow — from browsing templates to editing content to previewing what clients will see.

Template Library

Browse all predefined templates organised by category: Onboarding (Welcome, Meet & Greet Invite), Bookings (Confirmation, Cancellation, Reminder), Billing (Invoice, Payment Receipt), Health & Safety (Vaccination Reminder), Marketing (Seasonal Promotion, Referral Program, New Service), Announcements (Holiday Closure, Policy Update), and Follow-Up (Thank You After Stay).

Visual & Raw HTML Editor

Each template opens in a rich editor. Toggle between Visual mode (WYSIWYG with formatting tools — bold, italic, lists, links, colours) and HTML mode (raw code for full control). Changes save per-template and don't affect other templates.

Dynamic Variables System

Click the "Variables" tab to see all available placeholders for each template. Common variables include {{clientFirstName}}, {{clientLastName}}, {{clientEmail}}, {{businessName}}, {{petName}}, {{serviceType}}, {{startDate}}, {{endDate}}, {{totalAmount}}, {{invoiceNumber}}, {{portalUrl}}. Click any variable to insert it at the cursor position.

Live Preview Mode

Toggle to Preview to see exactly what the client will receive — all {{variables}} are replaced with sample data (e.g., {{clientFirstName}} → "Sarah", {{petName}} → "Bella"). This catches formatting issues and placeholder typos before any email is sent.

Custom Form Emails

Create your own templates from scratch for one-off or recurring communications. Custom forms appear alongside predefined templates in the library. Use them for newsletters, special announcements, seasonal greetings, event invitations, or policy update notices.

System vs Custom Templates

Predefined templates are triggered automatically by system events (booking confirmed, invoice generated, etc.). Custom form templates are sent manually from the Clients page — select clients, choose a template, and send. Both types support the full variable system.

Interactive email template explorer

✉️ Email Templates

6 templates

👤

Welcome — Account Creation

Onboarding

✅

Booking Confirmation

Bookings

❌

Booking Cancellation

Bookings

📄

Invoice

Billing

💉

Vaccination Reminder

Health

📅

Booking Reminder

Bookings

+ Create Custom Form

👁️ preview

✏️ edit

🔗 variables

Subject

Booking Confirmed — Paws & Stay

Hi Sarah, Your booking has been confirmed! ✅ Service: Boarding Dates: 15 Mar 2025 — 20 Mar 2025 Pet: Bella Total: £150.00 What to bring: • Pet food (labelled) • Medications with instructions • Favourite toy or blanket See you soon! Paws & Stay

✓ 7 variables resolved · This is what {clientFirstName} → Sarah sees

✉️ Booking Confirmation · Live preview with resolved variables

Template categories in detail

Every template is designed for a specific communication scenario. Here's what each one does and when it's triggered.

Welcome — Account Creation

Sent automatically when a new client registers. Contains getting-started instructions, how to add pets, and how to book. This is often the first impression of your business — customise it to match your brand voice.

Booking Confirmation

Sent when you approve a booking request. Includes service type, dates, pet name, total cost, and a "what to bring" checklist. This reassures clients their booking is secured.

Booking Cancellation

Sent when a booking is cancelled (by client or admin). Shows the booking details and any cancellation fees that apply per your cancellation policy. Professional and clear.

Invoice

Sent when an invoice is generated. Contains invoice number, date, line items, and total due. Formatted as a clean, print-ready document the client can save for their records.

Payment Receipt

Sent when payment is recorded. Confirms the amount paid, payment method, and date. Serves as the client's official receipt.

Vaccination Reminder

Sent when a pet's vaccinations are approaching expiry or overdue. Lists required vaccines (DHP, Leptospirosis, Kennel Cough) and prompts certificate upload. Essential for compliance.

Booking Reminder

Sent 24-48 hours before a booking starts. Includes a checklist (food, meds, toy, vaccinations) and drop-off/pick-up details. Reduces no-shows and ensures clients arrive prepared.

Thank You After Stay

Sent after a booking ends. Thanks the client, asks for feedback/review, and encourages rebooking. A powerful re-engagement tool.

Seasonal Promotion

A marketing template for discounts, special offers, and seasonal campaigns. Includes placeholder discount amounts, promo codes, and validity dates. Customise for each season.

Meet & Greet Invitation

Sent during onboarding when you schedule a Meet & Greet. Explains what to expect, what you'll assess, and how to book the visit.

Practical examples of the template system in action

Click each scenario to see the result and email preview

A new client (Sarah) signs up with her dog Bella

The Welcome email is sent automatically. All {{variables}} resolve: {{clientFirstName}} → "Sarah", {{businessName}} → "Happy Paws Boarding", creating a personalised, professional welcome. Sarah sees your branded email in her inbox within seconds.

Welcome to Happy Paws Boarding! 🐾

to: client@example.com

Hi Sarah, Welcome to Happy Paws Boarding! We're thrilled to have you and your furry family join us. Getting Started: 1. Complete your profile in the client portal 2. Add Bella's details — breed, age, feeding, medications 3. Book your first stay or Meet & Greet! If you need any help, just reply to this email. Warm regards, The Happy Paws Team

You confirm Sarah's 5-night boarding booking for Bella

The Booking Confirmation template fires instantly. Variables resolve: {{serviceType}} → "Boarding", {{startDate}} → "15 Mar 2025", {{endDate}} → "20 Mar 2025", {{totalAmount}} → "£150.00", {{petName}} → "Bella". Sarah gets a complete confirmation with the "what to bring" checklist.

Booking Confirmed ✅ — Happy Paws Boarding

to: client@example.com

Hi Sarah, Great news! Your booking for Bella has been confirmed. Service: Boarding (5 nights) Dates: 15 Mar — 20 Mar 2025 Pet: Bella Total: £150.00 What to bring: • Bella's food (labelled with name and feeding schedule) • Any medications with dosage instructions • A favourite toy or blanket for comfort • Vaccination records (if not already on file) See you on the 15th! Happy Paws Boarding

Sarah cancels the booking 3 days before (50% cancellation charge applies)

The Booking Cancellation template is sent. Variables include the cancellation fee calculated from your cancellation policy. Sarah sees exactly what she's being charged and why — reducing disputes.

Booking Cancelled — Happy Paws Boarding

to: client@example.com

Hi Sarah, Your booking for Bella has been cancelled. Service: Boarding (5 nights) Original dates: 15 Mar — 20 Mar 2025 Cancellation charge: £75.00 (50% — cancellation within 7 days as per our Terms & Conditions) If this was a mistake or you'd like to rebook, please log in to your account. Best regards, Happy Paws Boarding

Bella's Kennel Cough vaccination expires next week

The Vaccination Reminder fires automatically. It lists exactly which vaccines need updating and asks Sarah to upload the new certificate through her portal — keeping your facility compliant.

Vaccination Update Required — Happy Paws Boarding

to: client@example.com

Hi Sarah, ⚠️ Bella's vaccinations need updating: • Kennel Cough (Bordetella) — expires 28 Feb 2025 For the safety of all pets in our care, up-to-date vaccinations are required before any stay. Please visit your vet and upload the new certificate through your portal. Thank you for keeping everyone safe! Happy Paws Boarding

Pro tips for email templates

Always preview your template after editing to check for formatting issues. A broken {{variable}} (like {{busines_name}} with a typo) won't resolve and clients will see the raw placeholder.

Keep subject lines short and specific — "Booking Confirmed ✅" beats "Your booking has been confirmed with Happy Paws Boarding for your upcoming stay". Emoji in subjects improve open rates by 15-20%.

Use {{clientFirstName}} instead of "Dear Customer" or "Hello there" — personalisation increases email engagement dramatically.

Front-load important information. Put dates, amounts, and action items in the first paragraph. Most people skim emails — don't bury the key details.

Test every template by sending a real email from the Clients page before relying on automated sends. Check it on both desktop and mobile — email rendering varies.

Custom form emails are perfect for seasonal promotions. Create a "Summer Special" template once, then select all clients and send. Much faster than writing individual emails.

The "What to bring" checklist in the Booking Confirmation template significantly reduces pre-stay phone calls. Clients arrive prepared.

For the Thank You After Stay template, include a gentle ask for a Google review or social media mention — happy clients are the best marketing.

Keep your Vaccination Reminder tone friendly but firm. It's a safety requirement, not a suggestion — but being overly harsh damages the client relationship.

If you edit a predefined template and want to revert to the default, you can reset it from the template editor. Your custom forms are preserved separately.

Learning Hub • Predefined Emails & Custom Forms

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