Setup Email Templates

In today's digital age, effective communication with customers is crucial for any business. Email templates in HirePOS provide a structured and efficient way to send personalized emails to customers. This comprehensive guide will walk you through the process of setting up and utilizing email templates in HirePOS to streamline your communication efforts.

As an administrator, you have the ability to create custom email templates tailored to different scenarios within HirePOS. These templates include essential components such as Display Name, From Address, Reply To, BCC, Email Subject, and Email Message. By utilizing placeholders, you can automate the inclusion of specific information in your emails, saving time and ensuring consistency.

To set up your email templates in HirePOS, follow these steps:

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

2. Populate the necessary fields for your primary default email template.

3. Utilize the Placeholders dropdown to automate text population.

4. Save your settings to commit the changes.

5. To create additional email templates, repeat the above steps and save each new template accordingly.

Email templates in HirePOS can leverage placeholders to dynamically insert information from records being sent. Here are some commonly used placeholders and their functions:

• {FirstName} - Displays the First Name of the customer.

• {LastName} - Displays the Last Name of the customer.

• {Company} - Displays the Company Name of the customer.

Hyperlinks can be added to email templates for directing recipients to external resources. Follow these steps to insert a hyperlink:

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

2. Select the appropriate email template or create a new one.

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

4. Enter the URL and optional Title for the hyperlink.

5. Choose the link behavior (Current Window or New Window) and save your changes.

In certain cases, you may need to create unique email templates for specific customers. Here's how you can set up and assign customer-specific templates:

1. Create a custom template for the customer under Setup > Preferences > Email Templates & Settings.

2. Assign the template to the respective customer in the Customers section.

3. Test the template by generating a test email for the customer.

For personalized communication, users can have their own email templates in HirePOS. Follow these steps to assign a user-specific template:

1. Access Setup > Preferences > Users.

2. Select a user and choose an email template from the dropdown.

3. Save the changes to apply the template to the user's emails.

When sending statements, a specific template named "Statement" can be utilized. Follow these steps to set up and use the Statement template:

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

2. Create or select the Statement template and configure it with relevant information.

3. Save the changes to enable the template for statement emails.

Once your email templates are set up, sending emails becomes a breeze. Simply select the desired template, fill in the recipient details, customize the email content, attach any necessary files, and hit send to efficiently communicate with your customers.