/
Add company branding to Email Templates

Knowledge Base

💡Knowledge Base Home | 🚀What's New | 📅Upcoming Training Events

Add company branding to Email Templates

Steps to brand your Email Templates

Related Help Guide Pages

Learn how to update your Email Templates to include your business colours and logo for beautifully branded emails!

Including your company’s brand colours and your logo in your emails is an easy and effective way to establish a professional and recognisable identity with your customers!

Branded emails are not only more pleasant to read, they also look more professional, and support brand recall which ensures your customers associate your communications with your company and brand, this means they are more likely to remember you the next time they are looking for training!

Example email that has branding applied

If the emails sending out from your accessplanit platform are not yet branded, follow this page to learn the steps to update them to include your logo and company colours.

Please note

This process requires technical expertise, including HTML editing, to create well-branded emails. If you'd prefer our team to handle this for you, we offer it as a professional service. Please contact your Customer Success Manager for more details.

Upload your logo to your accessplanit platform

Within this step you will upload the logo image that will be displayed at the top of your emails to your accessplanit platform

 

  1. Find an image file that you are happy to use at the top of your emails, the image/logo must meet the following criteria:

    1. Image format: JPEG or PNG

    2. Image size: less than 100px in height (larger images will cause the email layout to appear distorted)

    3. Colours: consider the colour that will sit behind this image, there should be a good contrast between the image colour and the background colour so that your customers can clearly see your logo

  2. Open the 'Files' DataGrid from your main menu on the left

    Files main menu option

     

  3. Click the ‘Add File’ button

    Files DataGrid

     

  4. From the ‘Add File’ pop-up window

    1. Optional: Select a File Type

    2. Provide a label for your File, such as ‘Company Logo for emails’

    3. Optional: Provide a description for your File

    4. Click the 'Browse' button to search for and select your image

    5. Use the ‘Mapped To’ options to map your File to your Training Provider Account

      Adding a new File

       

  5. Click ‘Save & Close’ to finish adding your File to your platform

Identify your colour codes

This step is to choose whether you would like to use one or two colours, and which colours you would like to use in your Emails

 

  1. With support from your marketing team, determine if you would like to use the same colour in your email header and the email footer

    1. Example with a dark blue used in both the header and the footer

      email with dark blue header and footer

    2. Example with a dark blue used in the header and a dark red used in the footer

      email with dark blue header and dark red footer

       

  2. Copy the HEX colour codes for your colour(s) and record them somewhere safe

Please note

HEX colour codes start with a # followed by 6 letters or numbers, for example: #7a1f25

Update your Email Templates

This step is where you will update your existing Email Templates to be branded

To update your Email Templates, you will follow these steps:

  1. Set up the HTML for your emails

  2. Copy the content of your existing Email Template into Notepad

  3. Add in the branded HTML

  4. Test your Email Template and save your changes

Set up the HTML for your emails

This step will provide you with the foundation HTML to use within your emails

  1. Copy the following HTML and paste it into Notepad
    It is important to use Notepad instead of Microsoft Word, as this will avoid any hidden characters being added to your HTML which could break it

    <meta charset="UTF-8"> <meta name="viewport" content="width=device-width,initial-scale=1"> <meta name="x-apple-disable-message-reformatting"> <title></title> <!--[if mso]> <noscript> <xml> <o:OfficeDocumentSettings> <o:PixelsPerInch>96</o:PixelsPerInch> </o:OfficeDocumentSettings> </xml> </noscript> <![endif]--> <style> h1 { font-family: Arial, sans-serif; font-size: 24px } p { font-family: Arial, sans-serif; margin: 0px; padding: 0px; font-size: 14px } </style> <table role="presentation" style="width: 602px; border-collapse: collapse; border: 1px solid rgb(204, 204, 204); border-spacing: 0px; text-align: left;"> <tbody> <!-------------------------------------------------------------Table Row One (Logo)-------------------------------------------------------------> <tr> <td align="center" style="padding: 40px 0px 30px; background: #010330;"> <p> <font color="#ffffff"> <b> <span style="font-size: 24px;">INSERT LOGO</span> </b> </font> </p> </td> </tr> <!-------------------------------------------------------------(Table Row Two (Content)---------------------------------------------------------------> <tr> <td style="padding:36px 30px 36px 30px;"> <h1 style="margin-top: 0px; margin-bottom: 20px;"> <font color="#153643">Email Title</font> <br> </h1> <p style="font-size: 14px;"> <span style="background-color: transparent;"> <font color="#153643">Email content</font> </span> </p> <table role="presentation" style="width: 100%; border-collapse: collapse; border: 0px; border-spacing: 0px;"> <tbody></tbody> </table> </td> </tr> <!---------------------------------------------------------------Table Row Three (Footer)---------------------------------------------------------------> <tr> <td style="padding: 30px; background: #010330;"> <table role="presentation" style="width: 100%; border-collapse: collapse; border: 0px; border-spacing: 0px; font-family: Arial, sans-serif;"> <tbody> <tr> <td style="padding:0;width:50%;" align="left"> <p style="margin: 0px; font-family: Arial, sans-serif; color: rgb(255, 255, 255);">Business Name</p> <p style="margin: 0px; font-family: Arial, sans-serif; color: rgb(255, 255, 255);">Business Email</p> <p style="margin: 0px; font-family: Arial, sans-serif; color: rgb(255, 255, 255);">Business Phone</p> <p style="margin: 0px; font-family: Arial, sans-serif; color: rgb(255, 255, 255);">Business Website</p> </td> </tr> </tbody> </table> </td> </tr> </tbody> </table>

     

  2. In Notepad, update the HEX colour on the two background colours within Table Row One and Table Row Three, to your brand HEX colours

    image-20241125-141841.png
    image-20241125-141901.png

  3. Update the company details that are displayed in the footer to your team or company’s name and contact information

    image-20241125-141813.png

  4. Save this Notepad file and keep it somewhere accessible for a later step!

 

Copy the content of your existing Email Template into Notepad

This step will ensure that the current content of your Email Template is still used in your newly branded emails

  1. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    administration menu option

 

  1. Open the ‘Email Templates’ menu option to access the DataGrid where you can edit your Email templates

    email templates menu option in the administration menu

     

  2. Find the Email Template that you would like to brand, by applying filters and/or searching the Email Templates DataGrid

    email templates datagrid where the search has been used to find the booking confirmation email template

     

  3. Right-click on the Email Template and select the ‘Edit’ context menu option

    edit context menu option

     

  4. Scroll down to the Body of your email, highlight the content and copy it

    email body with text highlighted

     

  5. Paste the content into a new Notepad window (please do not use your existing Notepad which contains your HTML)
    It is important to use Notepad instead of Microsoft Word, as this will avoid any hidden characters being added which could later break your emails.

Add in the branded HTML

This step is where you will combine your HTML and your email content together

  1. Open your original Notepad file which contains your HTML

  2. Copy the entire content

    notepad htm lwith contents all highlighted

     

  3. Return to your Email Template and open the 'Code View'

    code view button highlighted in the text editor

     

  4. Select the existing HTML and delete it all, then paste in your new HTML

    code view in the text editor

     

  5. Turn the 'Code View' off to go back to the normal text editor view

    code view button highlighted in the text editor

     

  6. Click in between the ‘Insert’ and ‘Logo’ text in the header so that your text cursor is in between the two words, then click on the Image button

    text editor with the image button highlighted

     

  7. From the Images pop-over, select the logo that you uploaded earlier
    Please note: you may need to add the column ‘Label’ into your Images DataGrid to more easily find your logo

    image pop-over window

     

  8. Click the ‘OK’ button to add this logo into your Email Template

    logo added to the email template

  9. Delete the ‘Insert’ and ‘Logo’ text from the header

    email template with the 'insert logo' text removed

     

  10. Replace the text ‘Email subject’ with a title for your customers to establish what this email is about, such as ‘Booking Confirmation’

     

  11. Return to your Notepad which contains the content of your original email and copy the contents

    notepad with email content

     

  12. Paste it into your email after the ‘Email content’ text, and then delete the ‘Email content’ text

     

  13. If you email content includes any hyperlinks or quick links, make sure these are updated as pasting them back in from Notepad will have removed the links

     

  14. Apply any formatting to your text, such as adding bold to emphasise some text, and underline for any links

  15. Do not save your changes yet

 

Test your Email Template and save your changes

This step is where you will test the changes to your Email Template before you save!

  1. Before you save your changes, you will test the changes made

  2. Once you think that your Email Template is ready, click the ‘Preview’ button at the bottom of the Email Template editor to open the ‘Preview Email’ window

    preview button

     

  3. From the ‘Preview Email’ window, select a Preview Object to see this object's information populate in the preview

    preview window with an object selected

     

  4. Add your email address into the ‘Send sample to' textbox, then click the 'Send Email’ button

    sample email address in the 'send sample to' textbox

     

  5. Review the email when you receive it, be sure to check that all links and merge fields work correctly

  6. If you need to make any changes to your email, close the 'Preview Email' window to make your changes, then repeat steps 1-4 to run another test

  7. Once you are happy that your Email Template is working as expected, click the ‘Save & Close’ button at the bottom of the Email Template editor window

    save and close button

 

Repeat this process for each Email Template that you would like to brand!

 

 

Contact Our Team

If you can't find what you're looking for, access our Support Portal, and our team of experts will be happy to help!

Is it your first time contacting the team? Learn how to raise a support ticket.

Follow Us

Facebook|height=20 LinkedIn|height=20 Instagram|height=20 Twitter|height=20

Copyright © 2025 accessplanit.

Social media icons by icons8.com