Email templates
Templates define the subject and content of each type of email. Layouts are the frame — header, footer, branding — that wraps all of them. Both live in System › Notifications, in the Templates and Layouts tabs, and apply to the whole organization (all workspaces).
Without any template, the platform uses a default text for each type. You only need templates when you want to change what the emails say.
Templates
The Templates tab lists the organization's templates, with name, subject and status (Active or Draft). Each type of email uses its active template; there can be only one active per type — activating another deactivates the previous one.
Start from the defaults
Click Restore Defaults to create the organization's default templates: Portal Invitation, Account Suspended and Account Reactivated. If they already exist, the content goes back to the original and your edits are lost — which is why the screen asks for confirmation.
Actions on each template
| Action | What it does |
|---|---|
| Edit | Opens the template editor. |
| Preview | Shows the email with sample data, the subject, the blind copy and the available variables. |
| Duplicate | Creates a copy as a draft — good for preparing a new version without touching the live one. |
| Delete | Drafts only. An active template cannot be deleted. |
Edit a template
| Field | What it is |
|---|---|
| Name | How the template appears in the list. |
| Email Subject | The subject line. Accepts variables. |
| Blind Carbon Copy (BCC) | Emails, separated by commas, that receive a blind copy of everything this template sends. |
| Active | Turns the template on for its type. |
| Email Content | The body of the email, in a visual editor. Switch to Preview to see the result. |
| Plain Text Version | Optional. If left blank, it is generated from the content. |
Click Save template to save.
Templates for emails with an access link, a password reset or a verification code don't accept a blind copy: each copy would carry a valid login link.
Variables
Write {{variable_name}} in the subject or the content, and the platform replaces it with the value when sending. The editor lists the variables for each template; all of them have:
| Variable | Value |
|---|---|
{{organization_name}} | Organization name |
{{portal_url}} | Address of the workspace's portal |
{{primary_color}} | The portal's primary color |
{{primary_foreground_color}} | Text color on top of the primary color |
Each type also has its own — for example, {{customerName}} in account notices and {{inviterName}} (who invited) and {{portalUrl}} in the portal invitation.
Layouts
The Layouts tab holds the HTML that wraps the content of all the organization's emails. The layout marked as Default is the one in effect; with none, the platform uses its own layout.
- Create Default Layout creates a starter layout for you to adapt.
- Create Layout opens the editor with new HTML, with the editor on one side and the preview on the other.
- Set as default switches the layout in use.
Placeholders the layout accepts:
| Placeholder | What goes in |
|---|---|
{{content}} | The email content. Required — without it, the layout isn't saved. |
{{subject}} | The email subject. |
{{organization_name}} | The organization name. |
{{signature}} | The signature of whoever sent the email, set in Your profile. Empty when there is no signature. |
Your team's welcome emails (organization created and access created) have their own look and don't go through the layout.
Changes to templates and layouts are recorded in Audit.