# Email Templates

## What it does

Agency **Email** controls the messages your **white-label** portal sends to **clients** and their **team members** about **reviews**, **ratings**, **feedback**, **imports**, **exports**, **invitations**, **password** recovery, **AI** replies, **weekly reports**, and **reputation** activity. You can match the tone of your brand while keeping layout and delivery consistent.

{% hint style="info" %}
Emails that ask an end **customer** to leave a **review** are edited inside each **project** under **Settings**, **Email**. This page only covers **agency** notifications to people who use your portal.
{% endhint %}

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## How to use it

1. Open **Agency** in the sidebar, then click **Email**. You will see three sections, each with its own **Save** button.

### Templates

1. Use the dropdown at the top of **Templates** to pick which notification you want to edit.
2. Update **Subject**, **Title**, **Body**, and **Call to action** (the main button label) as needed. The body editor supports rich formatting.
3. Click **Save** for that template.

Use the placeholder chips or insert patterns like `{{project_name}}` where the editor offers them. They are filled in automatically when the message is sent (for example project name, date range, or review text).

{% hint style="info" %}
Available placeholders depend on the template you chose. If a field is not listed for that message, the platform does not substitute it there.
{% endhint %}

Click **Preview** to open a window with **desktop** and **mobile** layouts. You can switch templates inside the preview to compare them.

### Appearance

Under **Appearance**, choose **Text alignment** (left or centered) and **Font family** for these emails. Click **Save** when you are done.

### Settings

Under **Settings**, set **Sender name** and the **Sender email address** people see. You can add one or more **Reply-to** addresses; separate multiple addresses with commas.

If your **sending domain** is not active yet, the sender address field stays limited until you finish **Domain** setup. Use the link in the caption to open **Agency**, **Domain**, then return here after DNS is verified.

{% hint style="warning" %}
Until your own **sending domain** is connected and verified, notification mail may come from the platform default address instead of your brand. See **Domain Setup** for the full walkthrough.
{% endhint %}

***

## Notification types

These are the template names you will see in the dropdown, in plain language:

* **Customer Export Complete.** Sent when a bulk export of **customers** finishes and a download is ready.
* **Customer Import Complete.** Sent when a bulk import of **customers** finishes.
* **Member Invited.** The **invitation** when someone is asked to join your portal or a **space** you manage.
* **Password Reset.** Sent when a user starts a **password** reset.
* **Reply Sent.** Sent after the **AI assistant** finishes replying to **reviews** for a **project**.
* **Report Created.** Sent when a **weekly report** is ready. You customize the **subject**, **title**, opening **body** line (often the date range), and **call to action**. Summary tables and metrics below that block are built for you.
* **Review Created.** Sent to **project** members who turned on **new review** notifications, when a **review** arrives. The standard wording includes the review date, **Customer Name**, **Location Name** when that applies, **Source Name**, the rating and score, project name, and the review text. If you customize this template, you can insert those details using placeholders (`{{customer_name}}`, `{{location_name}}`, `{{source_name}}`, `{{review_date}}`, `{{project_name}}`, `{{rating}}`, `{{score}}`, and `{{review}}`) with the variable chips in the editor.
* **Review Export Complete.** Sent when a bulk export of **reviews** finishes.
* **Review Import Complete.** Sent when a bulk import of **reviews** finishes.
* **Sync Complete.** Sent after an **integration** finishes syncing **customer** or **review** data.
* **Verify Email.** Sent to new signups to confirm their address.
* **Verify SMTP.** Sent when someone tests **SMTP** on a **project** to confirm outbound mail is working.

***

## What to expect

* Changes apply to the next send; past messages in inboxes do not change.
* **Templates**, **Appearance**, and **Settings** save independently. If you edit more than one section, click **Save** in each before leaving the page.
* **Preview** helps you check layout; it does not send mail to real inboxes from this screen.
* **Reply-to** must be valid addresses. Invalid entries can cause delivery or support issues for your **clients**.


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```

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