Platform Email Templates
Customize the automated emails sent to tenants throughout their entire lifecycle. Control the content and delivery of every platform notification, from welcome emails to payment alerts.
Accessing Email Templates
Go to Super Admin > Email Templates to view and manage all platform email templates.
Template Categories
Templates are organized by lifecycle stage so you can quickly find and edit the right one. Each category covers a different phase of the tenant journey.
Welcome & Onboarding
| Template | When It's Sent |
|---|---|
| Tenant Welcome | When a new tenant signs up |
| Trial Started | When a trial period begins |
Trial Lifecycle
| Template | When It's Sent |
|---|---|
| Trial Expiring (7 day) | 7 days before the trial expires |
| Trial Expiring (3 day) | 3 days before the trial expires |
| Trial Expiring (1 day) | 1 day before the trial expires |
| Trial Expired | When the trial period ends |
| Trial Converted | When a trial converts to a paid subscription |
Subscription Lifecycle
| Template | When It's Sent |
|---|---|
| Payment Receipt | After a successful payment |
| Subscription Renewed | When a subscription renews |
| Subscription Cancelled | When a tenant cancels their subscription |
| Subscription Reactivated | When a cancelled subscription is resumed |
| Plan Upgraded | When a tenant upgrades to a higher plan |
| Plan Downgraded | When a tenant downgrades to a lower plan |
Payment & Account
Payment Issues
| Template | When It's Sent |
|---|---|
| Payment Failed | When a payment attempt fails |
| Payment Method Expiring | When a saved card is about to expire |
Account Status
| Template | When It's Sent |
|---|---|
| Tenant Suspended | When a tenant is suspended |
| Tenant Reactivated | When a suspended tenant is restored |
Team
| Template | When It's Sent |
|---|---|
| Super Admin Invitation | When a new super admin team member is invited |
Super Admin Alerts
These emails are sent to you (the super admin) to keep you informed of important events:
| Template | When It's Sent |
|---|---|
| New Tenant Notification | When a new tenant signs up on the platform |
| Payment Failed Alert | When a tenant's payment attempt fails |
| Trial Expiring Alert | When a tenant's trial is about to expire |
| Subscription Cancelled Alert | When a tenant cancels their subscription |
Editing Templates
- Click on the template you want to edit
- Edit the Subject line
- Edit the Body content using merge fields for dynamic data
- Click Preview to see the template with sample data
- Click Save
Enabling and Disabling Templates
Each template has a toggle to enable or disable it:
- Enabled — Emails are sent when the trigger event occurs
- Disabled — No emails are sent for that event
Disabling a template preserves your customized content. When you re-enable it, your subject and body will still be there.
Resetting a Template
If you want to restore a template to its original content:
- Open the template
- Click Reset to Default
- Confirm the reset
This restores the original subject and body. Your enabled/disabled state is not affected.
Merge Fields
Merge fields are placeholders that get replaced with real data when the email is sent. Use them to personalize your messages.
Tenant & User Fields
| Field | Description |
|---|---|
{{tenant_name}} | The tenant's company or workspace name |
{{admin_name}} | The tenant admin's display name |
{{app_name}} | Your platform name |
Plan & Billing Fields
| Field | Description |
|---|---|
{{plan_name}} | The name of the subscription plan |
{{plan_price}} | The price of the plan |
{{billing_interval}} | Monthly or yearly |
{{amount}} | The payment amount |
{{payment_date}} | The date payment was processed |
{{card_last_four}} | Last four digits of the payment card |
{{expiry_date}} | Card expiration date |
Date Fields
| Field | Description |
|---|---|
{{trial_end_date}} | When the trial period ends |
{{days_remaining}} | Days left in the trial |
{{renewal_date}} | Next subscription renewal date |
{{next_billing_date}} | Next billing date |
{{access_until}} | Date access remains available after cancellation |
URL Fields
| Field | Description |
|---|---|
{{board_url}} | Link to the tenant's board |
{{dashboard_url}} | Link to the tenant's admin dashboard |
{{billing_url}} | Link to the billing management page |
{{login_url}} | Link to the login page |
{{upgrade_url}} | Link to the plan upgrade page |
{{reactivate_url}} | Link to reactivate a cancelled subscription |
{{resubscribe_url}} | Link to resubscribe after expiration |
{{invoice_url}} | Link to view the invoice |
Not all merge fields are available in every template. Each template only has access to the fields relevant to its trigger event.
Next Steps
- Platform Settings - Configure your SaaS platform settings