Email templates are useful to create prebuilt templates that you can reuse to minimize the repetitiveness of manually creating the same email text and/or subject over and over. Typically you would create email templates for use in scenarios when you have to send a lot of messages (invoices, receipts, etc) to tenants and the text is (for the most part) the same, but you still to personalize the message text to be specific to each tenant or lease. Email Templates allow you to do that and can be used in a number of places in the SimpleRent system.
All Email Template functionality is located from the Messaging à Email Templates menu item at the top of any page or screen:
Your SimpleRent account comes with two prebuilt email templates – these are very basic and are just to get you started and indicate how templates can be used. There is a prebuilt template included for Invoices, and one for Receipts:
You can edit these templates to suit your specific needs, or create your own for any purpose.
Creating Your Own Templates
To create an Email Template, click the “Add New Email Template” button:
The “Add New Email Template” page appears:
Enter a Description for the template, and specify what its purpose is (custom, invoice, or receipt). Enter a Subject for all emails sent using this template, as well as the Email Body. The email body can be populated with database field tags, which allow you to personalize the email message with lease/tenant/property information.
Using Database Field Tags (Personalization)
Within the email message body, you can insert tags which act as placeholders for dynamically populated, personalized data which will be added at the time the email is sent, based on the personalized information belonging to the recipient. This is similar to ‘mail merge’ features in Word or other text processors which can customize letters, envelopers, and mailing labels.
Click to set the cursor at the point in your message text where you want the field tag to be inserted, and click to select from the list of fields on the right of the screen.
An example of a basic email template message body with multiple database field tags inserted is shown:
Don’t forget to click the “Save Email Template” button when you are finished
editing the template to save it.
Using Email Templates When Sending Email
With a number of email templates created and saved, you are ready to actually use them in when sending email in SimpleRent. Email templates can be used in a number of different areas in the system, including:
- Emailing Invoices
- Emailing Receipts
- Emailing Rent Roll reports
- Emailing Payment History reports
- Emailing other Reports
- Sending Messages (to tenants, owners, users, or any email address)
Each of these scenarios, and how to send each of these documents, is described in other sections and chapters. When you are sending these emails, simply look for the Email Template field to select the template that should be used for this type of email:
When you select a template, the subject and the message body will be populated with that of the predefined email template. You can still adjust and customize this specific email as necessary, but note that none of these message-specific changes will be saved at the email template level.