Email Templates (Overview)

In business communication, email templates play a crucial role in maintaining consistency and efficiency. HirePOS offers the flexibility to customize email templates to suit various scenarios, from sending quotes to invoices. This guide will walk you through the process of setting up and utilizing email templates effectively.

To configure email templates in HirePOS, follow these steps:

1. Go to Setup > Preferences > Email Templates & Settings.

2. Fill in the required fields such as Display Name, From Address, Reply To, BCC, Email Subject, and Email Message.

3. Utilize placeholders from the dropdown menu to personalize the Subject and Message fields.

4. Click the Save Settings button to save your changes.

1. Access Setup > Preferences > Email Templates & Settings.

2. Click the Other Email Templates button.

3. Select New Email Template.

4. Choose a template name that aligns with the scenario.

5. Customize the template fields as needed.

6. Save your new template by clicking the Save New button.

Email Templates in HirePOS can utilize placeholders to automate data input. Here are some commonly used placeholders:

• {FirstName} - Displays the customer's First Name.

• {LastName} - Displays the customer's Last Name.

• {Company} - Displays the customer's Company Name.

• {Type} - Displays the Record type (e.g., Tax Invoice, Quote).

• {InvoiceNo} - Displays the Record number.

• {InvoiceDate} - Displays the Invoice/Quote/Booking Date.

• {BranchName} - Displays the assigned Branch name.

• {BranchAddress} - Displays the Branch address.

• {BranchEmail} - Displays the Branch email.

To insert hyperlinks into email templates:

1. Access Setup > Preferences > Email Templates & Settings.

2. If not using the primary template, select the desired template.

3. In the Email Message editor, click Insert, then Link.

4. Enter the URL and optional Title.

5. Choose the link behavior (Current Window or New Window).

6. Save your changes.

For unique customer requirements, you can create custom email templates and assign them to specific customers. Follow these steps:

1. Go to Setup > Preferences > Email Templates & Settings.

2. Select Other Templates and click + New Email Template.

3. Customize the template for the specific customer.

4. Save the new template.

1. From Setup > Customers, choose a customer to edit.

2. Select the desired template from the Invoice Email Template dropdown.

3. Save your changes.

Users can have personalized email templates for efficient communication. Here's how to assign templates to users:

1. Access Setup > Preferences > Users.

2. Edit the user's details and select an email template from the dropdown.

3. Save the changes.

When sending statements, you can set up a specific template for this purpose:

1. Go to Setup > Preferences > Email Templates & Settings.

2. Choose Other Email Templates and create a new template or edit an existing one.

3. Select the Statement template from the dropdown.

4. Customize the template and save your changes.

By following these steps, you can efficiently manage and customize email templates in HirePOS to streamline your communication processes.