How to use Email templates
Customise seeded templates and build new ones.
- Open Admin Portal → Workspace → Email Templates.
Email Templates list — system names + entity types email-templates_list.png - Edit a seeded template. Click PLACEMENT_NOTICE (or any seeded row). Change the subject and body to your house voice. Keep the system_name unchanged — it's the identifier the one-click record actions use.
- Use placeholders in subject + body with double curly braces:
{{to_first_name}},{{placement_role}},{{order_name}}. The editor extracts every token on save into the Detected placeholders read-out below the body editor; mis-typed tokens show as unrecognised so you can fix them.
Email Template editor — subject, body, detected placeholders email-templates_editor.png
Detected placeholders panel below the body editor email-templates_placeholders.png - Available placeholder entities:
- sender — current user: first/last/full name, email, phone, job title
- recipient — auto-resolved Person from the record
- tenant — workspace name
- person — explicit Person picker (Phase 5 dynamic)
- organisation — name, email, phone, address
- placement — role, job, site, supervisor, employer org, start/end date, daily start/finish, working days, status, pay_rate, award (NAME and CODE)
- order — name, PON, status, due date, start, end, description, assigned to
- incident — name, status, priority, description, date, location
- event — name, start, end, location, description
- asset — name, description, status
- Build a new template. Click New. Name it clearly; set a system_name (UPPER_SNAKE) only if you want it to appear as a one-click action on the record header. Set entity_type to lock it to a record type; leave blank for free-compose use.
- Group-only templates. Set Scope → Group only + pick a User Group; only members will see this template in the composer + one-click surfaces.
- Reset a seeded template to the current canonical. If you've edited a seeded template heavily and want to revert to FlecBase's current canonical version, contact support — they can refresh the seeded rows for you. Your operator-created templates and non-seeded customisations are never touched by a refresh.
email-templates_2.png