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 are saved emails your team can reuse, so you do not have to write the same email again and again.
You can create templates for invoices, letters, and forms, and add placeholders (like client name or practitioner details). Caspen fills placeholders in for you when you go to send the email.
Each template belongs to a specific type (Invoice, Letter, or Form) and will only appear in the matching part of Caspen (for example, Letter email templates appear when you email a letter). Your workspace includes a default template for each type. You can edit it, duplicate it, or create a new template for different kinds of messages.
All templates are customizable before sending.
Where templates are used
You choose an email template when you send an email. This is different from appointment reminders, which Caspen sends automatically.
When you email from invoices, letters, or forms, Caspen pre-selects the default template for that area. You can choose another template if needed.
Templates only show up in the part of Caspen they are designed for:
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
Create an email template
Go to Settings → Email templates.
Click Add email template (top-right).
Select a template type: Invoice, Letter, or Form.
Enter a Name: This appears in your template list and the dropdown when selecting a template to send.
Create your Subject line.
Use placeholders (Client, Location, Invoice, Form, Letter) to personalize the subject automatically.
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.
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 original template uses placeholders that do not apply to the other type.
➡️ Looking to automate appointment confirmations and reminders? Check out Appointment notification sets.
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.
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