Set up email templates

Create and manage email templates for invoices, forms, and letters so your team can send consistent, professional communication quickly.

Overview

Email templates let your team send clear, consistent communication without rewriting emails each time. You can create reusable templates for invoices, letters and forms, and use placeholders to automatically insert details such as client names, practitioner information, location information.

Each template belongs to a specific template type (Invoice, Letter, or Form) and will only appear when emailing from that area of Caspen. Your workspace comes with a default template for each type, which you can edit or duplicate to create variations for different communication needs.

All templates are customizable before sending.

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Where templates are used

Unlike appointment reminder templates, email templates are not system-generated. You select an email template manually when sending an email from the relevant section. The default template is pre-selected, and you can choose another template if needed. For example, invoice templates only appear when emailing an invoice.

Each template type is only available when emailing from the area of Caspen it relates to, as shown below.

Form	When sending a form from a client's profile
Letter	When sending a letter to a client or contact
Invoice	When emailing an invoice

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Create an email template

1. Go to Settings → Email templates.

2. Click Add email template (top-right).

1. Select a template type: Invoice, Letter, or Form.

2. Enter a Name: This appears in your template list and the dropdown when selecting a template to send.

3. Create your Subject line.

• Use placeholders (Client, Location, Invoice, Form, Letter) to personalize the subject automatically.

1. Create the Body of your email.

• Format text using the toolbar.

• Insert placeholders to pull in client details, invoice details, practitioner information, form names, and more.

1. Click Create to save your new email template.

Your template is now active and will appear whenever your team sends an invoice email, form email, or letter email, depending on the type you created.

Note: You can't copy an email template from one template-type to another, especially if the initial template type has placeholders that don't apply to the latter template type.

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➡️ Looking to automate appointment confirmations and reminders? Check out Appointment notification templates.

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Manage email templates

Use the Actions menu next to any template in the Email Templates list to:

• Edit - Update the content of an existing template.

• Duplicate - Create a copy to modify without changing the original.

• Archive - Remove a template from active use.

• Restore - Reactivate an archived template.

FAQs

What are placeholders?

Placeholders are dynamic fields that automatically pull information, such as client names, practitioner details or invoice numbers into an email when it’s sent.

Why do template types have different placeholders?

Each template type uses different information. Invoice templates include invoice-related placeholders, while form templates include form-related placeholders.