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Notification Templates

Prepare and verify the messages used by sales, customer reminders and enabled modules.

2 procedures · Field reference · Practical example · Common questions

In this module

Understand the workflow Field reference Review notification templates and a test message Maintain a template for a transaction event Practical example Common questions

Understand the workflow

A template defines event/channel wording and placeholder fields. Channel configuration supplies the email/SMS delivery path. A module’s Send action or notification checkbox decides when the message is issued. Verify all three and the intended recipient. Saving a template is not evidence of successful delivery. Auto Send Email, Auto Send SMS and Auto send WhatsApp controls can trigger messages on later transaction events. Review these separately from a manual Send action; saving a changed auto-send setting changes future behavior.

SCREEN GUIDE Notification Templates — module overview. Select the screenshot to enlarge; optional fields may differ in your business.

Field reference

Use this while completing the form. A required field is marked with *; conditional fields appear only when enabled.

Field / control	What to enter or understand
Event / channel	The transaction/reminder and its email/SMS delivery option.
Subject / body	Customer-facing wording; keep it clear and specific.
Placeholders	Supported values substituted at send time. An invented placeholder may remain unfilled.
Recipient / test	Intended contact and an approved test before wider use.
CC / BCC	Additional email recipients. Verify the intended audience, not just the main customer.
WhatsApp text / Auto Send options	Configured message body and automatic transaction-event sends where offered. Do not enable these without checking the channel and audience.

PROCEDURE 01

Review notification templates and a test message #

Where to go Notification Templates; business channel settings

Before you start
Use an approved test recipient, not a real customer mailing list.

Steps

Open the template for the intended event/channel and read its subject/body and supported placeholders.
Check that names, invoice/job references and amounts will be substituted appropriately.
Have the administrator verify the channel configuration, then send only the approved test through the offered action.
Review the actual received message and any available delivery/history result.
Train staff on the explicit send or notification checkbox for each module; template editing alone is not proof of delivery.

Check the result
Messages are understandable and their intended send behavior is known.

PROCEDURE 02

Maintain a template for a transaction event #

Where to go Notification Templates → event template

Before you start
Have the approved wording and know the supported placeholders.

Steps

Open the event/channel template and read its existing subject/body.
Use only the listed placeholders for the customer, transaction, amount or reference you want shown.
Save the wording and review its recipient/send behavior in the relevant module.
Run the approved single-recipient test and inspect the actual message.
Correct wording/substitution before wider use and tell staff which action sends the message.

Check the result
The event message is understandable and its substitutions are checked.

IN PRACTICE

A practical example

A repair Ready for Collection template should show the customer’s job reference. Preview/test the message before staff use the status notification control.

Common questions

Does editing a template send it?

Template editing and message sending are separate actions.

Why is the message not received?

Check recipient, channel configuration, result/log and spam/delivery evidence; do not send repeated messages blindly.

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