Creating or modifying a custom email template

A custom email template is a type of automated marketing campaign that can be created to engage existing and prospective clients, increasing both retention and conversion rates. After you create an email template, you can send the email message to an individual client, or a group of clients; templates can be modified before being sent to clients.

You can manually send these emails to the clients who meet the conditions you designate at the time you choose.

To send a SMS message or push notification with this campaign, see Customizing automated notifications.

When creating or modifying an email template, keep in mind the following information:

• When creating an email template, please remember that there is a character limit of 102,400 characters and that we recommend avoiding complicated HTML code, JavaScript, or loading scripts in email templates, as these aren't supported by all mail receivers.
• You can send a test email when editing the custom email template by clicking the Send test email button and entering a receiving email address. If you send a test email to a client or staff member with a profile on WellnessLiving, the test email isn’t affected by the client notification settings or staff notification settings. When you send a test email, some of your email variables will populate with placeholder information. For example, the [PasswordMessage] variable populates as 0123456789.
• If you want to embed a video in your email template, you must contact your email provider to see if they allow you to send embedded videos in emails.
• Clients must have the News and Updates option set to ON to receive custom email template messages. This includes email messages sent using the QUICK Contact option. For more information about changing clients’ communication settings, see Changing a client’s notification settings.

In this article:

To create or modify a custom email template:

1. 1. Click the App Drawer button .
   2. In the App Drawer, click View All.
   3. In the list, click Marketing. You can filter the list by entering Marketing into the Search field.
   4. Under Custom Email Templates:
      • To create a new custom email template, click ADD at the bottom of the list.
      • To modify an existing template, click the Edit this template button .
   5. Under TEMPLATE INFORMATION, configure the following:
      • Under Template Name, enter a name for the email template. This isn’t a required field.
      • Under Description, enter a description for the email template. This isn’t a required field. If you don’t enter a description, the default description of the marketing campaign will be used.
   6. Under SETUP, configure the following:
      • To send the campaign to specific client types, set the Send only to specific Client Types option to ON, and then select the checkbox next to each client type you want to receive the email.
      • To send the campaign to specific client groups, set the Send only to specific Client Groups option to ON, and then select the checkbox next to each client group you want to receive the email.
        •  Select the Issac Churn Risk checkbox to only send the notification to clients who are at risk of leaving based on the Issac Churn Risk Report.
   7. Under Compose email click View sender’s information and configure the sender’s email information. For more information, see Automated email template settings.
   8. Under Email content, enter the body of the email message.
      • Click View email variables to display a list of variables that can be used in your template. To add a variable to your template, click the copy button  next to a variable, then paste it in the Email content field. For more information, see  Email variables.
      • To learn more about adding content to the body of an email message, see the following:
        • To add a link to an email message
        • To add an image or a video link to an email message from a URL
        • To add an image or a video link to an email message using Imgur
        • To customize the source code of an email template
   9. To activate the campaign, at the top of the page, set the ACTIVATE EMAIL option to ON.
   10. Click SAVE. A confirmation popup is displayed prior to accepting any changes in situations where clients will be impacted by email send rule changes.

To add a link to an email message:

1. Copy the URL of the page you want to link to the email. This can be a link to a website, a file on Google Drive, or any other link you want to send.
2. Under Email content, click where you want to insert the link. If you want to link text that is already in the email body to the URL, select the text.
3. Click the Insert/edit link The Insert/Edit Link dialog box is displayed.
4. Under URL, paste the URL of the link.
5. Under Text to display, enter the text you want to appear in the email.
6. Under Title, enter the text that you want to appear when a recipient hovers over the link.
7. Under Open link in… select how you want the link to open. If the recipient is viewing the email in a browser window, Current window will open the link in the same window and New window will open the link in a new window.
8. Click Save.

To add an image or a video link to an email message from a URL:

1. Copy the URL of the image you want to add. You can only add images that are hosted online.
2. Under Email content, click where you want to insert the image.
3. Click the Insert/edit image button . The Insert/Edit Image dialog box is displayed.
4. Under Source, paste the URL of the image.
5. Under Alternative description, provide a description of the image. The description will be displayed instead of the image for recipients who prevent their emails from displaying images.
6. Under Width and Height, enter the horizontal and vertical dimensions of the image in pixels, if desired.
   • Set the Constrain proportions option to Locked  if you want the system to maintain the horizontal to vertical proportion when you resize the image.
   • Set the Constrain proportions option to Unlocked if you want to modify the dimensions freely.
7. To add a video link to the image, right-click the image and select Link.
   1. Under URL, enter the URL of the video.
   2. Click Save in the popup window.
8. Click Save on the custom email template page.

To add an image or a video link to an email message using Imgur:

1. Go to https://imgur.com/.
2. Click New post.
3. In the popup, select the image you want to upload.
4. After the image is uploaded, copy the image into your email template.
   • To copy the image directly into your email template:
     1. Right click the image and select Copy image.
     2. Return to the email template, and in the position where you want to paste the image, press Ctrl + V on your keyboard.
   • To copy the image source:
     1. Right click the image and select Open image in new tab.
     2. Copy the URL from the address bar.
     3. Return to the email template and select the Insert/edit image button.
     4. Under Source, paste the URL.
        • Under Alternative description, enter a description that will appear if the image doesn’t load when the email is sent.
        • Under Width and Height, enter the dimensions you want for the image.
          • Set the Constrain proportions option to Locked if you want the system to maintain the horizontal to vertical proportion when you resize the image.
          • Set the Constrain proportions option to Unlocked if you want to modify the dimensions freely.
5. To add a video link to the image, right-click the image and select Link.
   1. Under URL, enter the URL of the video.
   2. Click Save in the popup window.
6. Click Save on the custom email template page.

To customize the source code of an email template:

1. Click the Source code button .
2. Enter your custom HTML, CSS, or JavaScript code.
3. Click Save.
   • If you want to personalize your email templates but aren’t familiar with HTML, CSS, or JavaScript code, you can use Mailchimp email templates with WellnessLiving. For more information, see Copying Mailchimp email templates into WellnessLiving.