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!
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.
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
Find an image file that you are happy to use at the top of your emails, we recommend the following criteria:
Image format: JPEG or PNG
Image size: less than 100px in height
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
Open the 'Files' DataGrid from your main menu on the left
Provide a label for your File, such as ‘Company Logo for emails’
Optional: Provide a description for your File
Click the 'Browse' button to search for and select your image
Use the ‘Mapped To’ options to map your File to your Training Provider Account
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
With support from your marketing team, determine if you would like to use the same colour in your email header and the email footer
Example with a dark blue used in both the header and the footer
Example with a dark blue used in the header and a dark red used in the footer
Copy the HEX colour codes for your colour(s) and record them somewhere safe
Update your Email Templates
To update your Email Templates, you will follow these steps:
Set up the HTML for your emails
Copy the content of your existing Email Template into Notepad
Add in the branded HTML
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
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
In Notepad, update the HEX colour on the two background lines on row 3 and 7 to your brand HEX colours
Update the company details that are displayed in the footer to your team or company’s name and contact information
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
Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Email Templates’ menu option to access the DataGrid where you can edit your Email templates
Find the Email Template that you would like to brand, by applying filters and/or searching the Email Templates DataGrid
Right-click on the Email Template and select the ‘Edit’ context menu option
Scroll down to the Body of your email, highlight the content and copy it
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
Open your original Notepad file which contains your HTML
Copy the entire content
Return to your Email Template and open the 'Code View'
Select the existing HTML and delete it all, then paste in your new HTML
Turn the 'Code View' off to go back to the normal text editor view
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
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
Click the ‘OK’ button to add this logo into your Email Template
Delete the ‘Insert’ and ‘Logo’ text from the header
Replace the text ‘Email subject’ with a title for your customers to establish what this email is about, such as ‘Booking Confirmation’
Return to your Notepad which contains the content of your original email and copy the contents
Paste it into your email after the ‘Email content’ text, and then delete the ‘Email content’ text
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
Apply any formatting to your text, such as adding bold to emphasise some text, and underline for any links
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!
Repeat this process for each Email Template that you would like to brand!
