Email templates in Caresquare are designed to help you save time and ensure consistency when sending messages. Instead of manually typing out the same message each time, you can set up a reusable template that automatically fills in key invoice details like participant names, provider information, and invoice numbers.
This is especially useful when you’re sending similar emails regularly. Once a template is created, you can simply apply it when composing an email, and all the key details will be pre-filled for you.
Please note that this will only be applicable to those users who have access to the settings page
Steps to Create an Email Template
From the left-hand menu:
Click Settings
Select Email Sending
Open the Templates tab
Click the + New Template button located in the top-right corner.
This will open a pop-up modal where you can create your new template.
Step 1 of 3 - Template Details
Complete the template setup details:
a) Template Name – Enter a clear name for the template.
b) Template Category (Optional) – Select a category to help organise templates.
c) Emails must be submitted as drafts – Enable this option if emails using this template should require review before sending.
Once completed, click Next.
Step 2 of 3 - Add the Email Subject
Enter the subject line for the email template.
You can also use available placeholders to automatically populate information such as:
{Participant First Name}{Participant Last Name}{Participant Number}{Plan Type}{Support Category}{Invoice Number}{Provider Name}
Once completed, click Next.
Step 3 of 3 - Create the Email Body
In the final step:
a) Insert Placeholder - This section shows the dynamic fields you can use in your message. These placeholders will automatically pull information from the invoice or section you're working on. You can insert these into your message body for automatic population.
b) Body of the Email - Enter and format your email content using the text editor, this is where you’ll write the main content of your email. Include any standard messaging you want to reuse, and insert key details where needed to personalize each message.
Note : The [Email Signature] placeholder will automatically include your configured email signature.
Once finished, click Create Template.
Tips:
Use clear and consistent naming for easy reference.
Include key placeholders so you won't need to manually retype details.
Always review your template before saving to ensure it reads smoothly when dynamic content is inserted.