Email Templates (Overview)

In business communication, email templates help maintain consistency and reduce repetitive data entry. HirePOS allows you to configure a primary email template as well as additional templates for specific documents, customers and users.

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. Use placeholders from the dropdown menus to automatically insert customer, invoice or other record information.

4. Click Save Settings.

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

2. Click Other Email Templates.

3. Click New Email Template.

4. Select a template name that fits the scenario. Standard Template Names such as Quote, Booking, Invoice, Statement or Receipt can be used to replace the normal template in the corresponding email screen.

5. Customise the template as required.

6. Click Save New.

Show the additional email address fields

When editing an Other Email Template, the From Address, Reply To, BCC and To fields are hidden by default.

Click the blue Display Name heading to expand or collapse these additional fields.

The To field can be used when you want the template itself to control who the email is addressed to. It can contain an email address or a supported email placeholder.

For example, {ContactEmail} can be entered in the To field of an invoice-based template to address the email to the contact linked to that Quote, Booking or Invoice.

For more information, see the guide on emailing invoices to the linked contact using {ContactEmail}.

Email templates can use placeholders to automatically insert information from the customer, invoice or other related record.

• {FirstName} - Customer's first name.

• {LastName} - Customer's last name.

• {Company} - Customer's company name.

• {Type} - Record type, such as Quote, Booking or Tax Invoice.

• {InvoiceNo} - Record number.

• {InvoiceDate} - Invoice or Booking date.

• {BranchName} - Assigned branch name.

• {BranchAddress} - Branch address.

• {BranchEmail} - Branch email address.

The placeholders available can vary depending on the field and the type of email being sent. Use the Placeholders dropdown beside the relevant field to see the available options.

You can create an Other Email Template and assign it as the default Invoice Email Template for a particular customer.

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

2. Click Other Email Templates.

3. Click New Email Template.

4. Configure the template as required.

5. Save the template.

If the customer has multiple contacts and invoices need to be sent to the contact linked to each individual invoice, you can also expand the Display Name section and enter {ContactEmail} in the To field.

1. Go to Setup > Customers.

2. Edit the customer.

3. Select the required template from the Invoice Email Template dropdown.

4. Save Changes.

When the customer is emailed from an invoice, HirePOS can then load the assigned template automatically.

Users can have personalised 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.

Note, each email template can only be assigned to one user. Attempting to assign an email template to another user will un-assign it from the first.

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.