Create custom email templates

The system includes English and Spanish versions of email messages for participants and their caregivers. If you want to change the wording or include your organization's logo, you can create custom messages. You can also provide Spanish versions of your custom emails.

You need basic HTML skills to create a custom email template. Or, you can work on the template with someone who does. You can also find sample HTML content and tips to fix formatting issues in Resolve common HTML issues in custom email templates.

If you want to provide Spanish versions of the emails, you (or someone who can help you) needs Spanish translation skills.

To create a custom email template:

1. Along the top, select the Organization tab.
2. Below the name of your organization, click Manage Email Templates.
3. In the upper right below the Organization tab, click Create Custom Email.
4. From the Email Template Type drop-down, select the email template to customize.

   Note:

   If you do not see email type you wanted, you already created an email template for it. Select Cancel and look for the template under the Email Templates heading.
5. Select English.
6. In the Subject field, enter the email subject.
7. Optional: To see additional guidance for creating the body text, scroll past the Body field and expand the following sections:
   • Email Template Placeholders: View the optional and required placeholder text for the email template. These placeholders allow you to include a HIPAA notice, personalize emails with participants' and caregivers' names, and more.
   • Including HTML: See the list of supported HTML elements, which you can use to format the appearance of the email body.
   • Including Hyperlinks: Learn how to format links for websites, email addresses, and phone numbers.
8. In the Body field, enter the body text for the email template.

   Note:

   To prevent emails from being filtered out by a recipient's spam filter, avoid spelling mistakes in the email text. You also cannot customize all parts of an email message. For example, all emails include an Unsubscribe link. And, some emails contain links for getting started or completing a daily update.
9. Optional: If required, provide a Spanish translation of the email by selecting Spanish under the Subject field. Then provide values for the Subject and Body fields.

   Note:

   If you don't provide a Spanish translation of your custom message, the system sends the standard Spanish message to participants who select Spanish as their language preference.
10. Select Create Custom Email. The system validates the content and sends the email when needed. If you omitted any required placeholder text, you see an error message and need to modify the content before you can create the custom email.

After you finish creating the email template, you can preview the email as described in Preview a custom email template.