Email templates in splose make it easy to send consistent, professional messages without starting from scratch each time. Whether you're emailing an invoice, sharing a progress note, sending out a form, or following up on an appointment, templates help you streamline communication and save time. Each template is tied to a specific part of your workspace, so you'll always have the right message ready to go- right where you need it.
What's in this guide
How email templates work
Email template types and where to use them
Placeholders available by email type
How email templates work
Each template belongs to a specific template type. Unlike appointment reminder templates, email templates aren't system-generated- you’ll select them manually when sending emails from specific sections.
Templates are only available when emailing from their respective section.
For example, Invoice templates will only appear when emailing an invoice. If there's only one template set up for a type, that’s the one you’ll see by default.
Templates support relevant placeholders to dynamically insert details like names, dates, or invoice numbers.
‼️ 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.
Email templates must be manually selected (they won’t send automatically), but a default can be chosen from the respective settings page (i.e. selecting a default Screener template from the embeddable form's settings page). Email templates are customisable before sending.
For email signatures, you have the option to tick the checkbox from the email template to use the default business signature template from Workspace→ Details or include an email signature at the bottom of your email template.
💡 Looking for automatic client email notifications for appointments?
Check out appointment templates→
Email template types and where to use them
Template type | Where it can be used |
Invoice | When emailing an invoice |
Credit note | When emailing a credit note |
Payment | When emailing a payment receipt |
Statement | When emailing a statement of account |
Progress note | When sharing a progress note with a client/contact |
Form | When sending a form from the client's profile |
Letter | When sending a letter to a client or contact |
Upcoming appointments | When emailing a list of upcoming appointments |
Screener | When accepting or rejecting a client from the Waitlist Screener |
General | When creating an email via the ‘New email’ button on the client's page |
Email template placeholders
What are placeholders?
Placeholders are handy shortcuts that automatically insert relevant client or record information into your email template after you select it. Instead of manually typing details like a client’s name, invoice number or appointment date manually, you can use placeholders like {client.firstName} or {invoice.number}, and splose will fill in the correct information for each email.
They help keep your messages personalised and accurate- without the extra effort.
Each email template type has its own unique set of placeholders. That’s because each type pulls from different information fields- what’s relevant for one might not exist for another. For example, you wouldn’t expect an invoice number on a progress note, so you won’t see an invoice number placeholder available in a progress note email template.
Email templates keep your communications consistent, efficient and personalised- without the manual effort. Set them up once, and they’ll be ready whenever you need a hand.