System - System Email Templates

  1. Overview
  2. Settings
  3. System - System Email Templates

Overview

The System Email Templates section allows administrators to customize standard emails sent by the system to patients and staff. These templates control the content and appearance of automated communications for appointments, forms, invoices, and online bookings.

Accessing Email Templates

  1. Navigate to Settings in the top menu

  2. Select System from the sidebar menu

  3. Click on System email templates

Email Templates List

The main screen displays all available system email templates:

  • Form Send: Emails used when forms are sent to patients

  • Email Appointment Details: Details of an individual upcoming appointment

  • Email Statement or Invoice: Emails containing financial documents

  • New Patient Online Booking Confirmation: Confirmations for first-time patients

  • Existing Patient Online Booking Confirmation: Confirmations for returning patients

  • Email Appointment List: Summary of multiple appointments

Each template displays:

  • Template name

  • Email subject line preview

  • Edit button to modify the template

Editing Email Templates

To edit a template, click the "Edit" button next to the template name. The editing form includes:

Email Subject

  • Customize the subject line that recipients will see

  • Default format typically includes your practice name

  • Note: placeholders cannot be used in the subject

Insert Placeholders

The system provides various placeholder categories that dynamically insert patient-specific information:

  • Patient Items: Name, date of birth, contact details, etc.

  • Consulting Practitioner: Provider name, title

  • Appointment Items: Date, time, type, and calendar link.

  • GP Items: Medical doctor information

  • Patient Forms: If the appointment type has a linked form, this will be inserted

  • Referrer Items: Referring doctor information

  • User & Date Items: System user and timestamp information

Each category has a dropdown menu of available placeholders.

Email Body Content

  • Rich text editor with formatting options:

    • Text formatting (bold, italic, underline)

    • Font size and type controls

    • Alignment and list options

    • Link insertion

    • Image embedding

Using Placeholders

Placeholders appear in the format %category.field% and are automatically replaced with actual data when emails are sent. Examples include:

  • %appt.type% - Type of appointment

  • %cp.title% - Practitioner's title

  • %cp.first_name% - Practitioner's first name

  • %cp.last_name% - Practitioner's last name

  • %appt.time% - Appointment time

  • %appt.day% - Day of appointment

  • %appt.cal_link% - Calendar file download link

Form Placeholders

The online booking confirmation emails can contain placeholders which will automatically insert a link to a form that you wish to have the patient complete. Form links can be inserted in new and existing patient confirmation emails for online booking. Form Links should be contained within Form Blocks. 

The Form Block will only be included if there is a form specified for that appointment type.  If not the Block will be removed from the email.  This allows you to include text about the form that won't look out of place if a form is not included. Use the ‘Form Block Start’ placeholder to tell the system where the form related text starts, and the ‘Form Block End’ placeholder to denote where the form related text ends. Use the ‘Form Linked to Appt Type’ placeholder for the actual form link. This may result in something like:

%appt.form_open%
Please complete this new patient form before your appointment: %set_form% (note this link expires in 7 days)
%appt.form_close%

To insert Form Blocks and Form Links selected them from the "Patient Forms" drop down list.

Attachments

  • View current attachments associated with the template. These email attachments are managed under Email Attachments in the Templates section of the Settings

  • Add new attachments from a dropdown menu

Template Actions

  • Save: Update the template with your changes

  • Close: Return to the templates list without saving

Best Practices

  • Keep subject lines clear and concise

  • Include your practice name in all templates for easy recognition

  • Test emails after editing to ensure placeholders work correctly

  • Use consistent formatting across all templates

  • Include essential contact information in each template

  • Consider patient privacy when determining what information to include

  • Use calendar links for appointment templates to help patients add to their personal calendars

Navigation

  • Back: Return to the templates list

  • Help: Access additional information about email templates

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