Email Templates Overview

Learn about Email Templates

1 About Email Templates
2 Benefits
3 Key Terms and Glossary
4 Creating an Email Template
5 Where can I use Email Templates?
6 How can I customise Email Templates?
7 Consolidated Email Templates
8 Where to find Email Templates
9 Email Template Management
10 Additional Learning
11 FAQ’s

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About Email Templates

Email Templates allow you to create professional, personalised emails that can be sent automatically through Workflows or sent manually from DataGrids. Whether you're confirming a booking, sending reminders, issuing joining instructions or following up after a Course, Email Templates help you stay consistent and efficient, with far less manual work.

Top tip!

Email Templates must use the same Module as any Workflows that use them, if a different Module is used the Workflow will not have access to the fields, and even the Email Template itself.

Therefore, please be careful if you change the Module assigned to an Email Template that is already being used in Workflows! This change would prevent your Workflow from working .

If you are unsure about marrying up your Email Template to the Workflow you are using contact the support team.

Benefits

Here are the benefits of using Email Templates

Save time with automation	Once created, Email Templates can be sent automatically using Workflows based on platform triggers, no more repetitive manual emails
Ensure brand consistency	Standardised email content means your tone, format, branding, and messaging stays consistent
Personalise at scale	Use Merge Fields to automatically pull in Delegate names, Course info, dates, and so much more! Making every email feel personal.
Reduce admin errors	Email Templates reduce the risk of sending the wrong details by pulling accurate information directly from your platform.
Improve the Delegate experience	Timely, relevant, and clear emails help Delegates stay informed and prepared, boosting satisfaction and reducing confusion.

Key Terms and Glossary

Email Template	A pre-written email that can be sent manually or triggered automatically by an action or status within the platform
Merge Fields	Merge Fields are dynamic text (e.g. CourseLabel, CourseStartDate, VenueAlias]) that are replaced with real data when the email is sent!
Quick Links	Quick Links are shortcut fields that insert useful links into an email, such as a link to a Course Survey, Certificate Links, or to reset a password
Automated Email	An email is sent automatically by the Platform based on a rule or trigger within a Workflow (no manual sending required)
Manual Email	An email sent by an Admin through the Platform using a Template or free-text message, which can be sent from a number of DataGrids
Email Log	A list of all emails sent from the platform, including delivery status and timestamp
Comms Log	A Communication history that is visible for a Delegate or Trainer, showing emails that have been sent from the platform
HTML Template	A template using HTML formatting for branded or styled emails (e.g., logos, colours, headings or signatures).
Consolidated Emails	Consolidated emails are generated when a recipient was due to receive more than one of the same email, instead of receiving multiple emails, they can instead receive a single, consolidated email.

Creating an Email Template

When creating an Email Template, you'll see that there are several bits of information required.

Name
This is the name of your Email Template. It is important to have a naming format so that the Email Templates are easy to locate and identify at a later date. We recommend the format 'Recipient - Communication', i.e. 'Delegate - Joining Instructions', or 'Invoice Target - Invoice Overdue'.

Module
This determines where this Email Template can be sent out from within your platform. It is important to pick the correct module for your Email Template, as it won't be able to be used in other areas of accessplanit.

Please Note

If you plan to use your Email Templates in a Workflow (to send it out automatically), it's important that you keep in mind what Module you are selecting at this stage, as the module must match the same module selected when creating the Workflow.

Email Type
The Email Type determines the type of communication this Email Template is for. Either a Normal email or an eCampaign. Most circumstances will require you to select ‘Normal’ as the type.

Creation Mode
Creation Mode determines how you're storing the content of your email. There are two options:

Free Text - this allows you to type the content of the Email Template straight into the Email Template itself, you can do this by free text or add HTML coding to create the base of your Email Template.
Template - this allows you to use Text Templates to form the Subject, Body, and Signature of your Email Template. You'll need to select the appropriate Text Template and attach it to the appropriate field for it to pull through to the Email Template.

Subject
This is the subject of your Email Template. Merge Fields can be used within this field.

Body
The Body is where the main content of your Email Template is stored. You can use HTML within the body of the Email Template to provide cohesive branding, or you can add free text to create your Email layout.

Signature (optional)
This is the signature attached to your Email Template. You can use HTML within the signature of the Email Template to provide cohesive branding, or you can add free text to create your signature layout

Top Tip!

Text Templates can be used as an alternative to typing for the Subject, Body & Signature within Email Templates. Although these are not widely used, you can choose this option by selecting ‘Template’ within the Creation Mode drop-down

Where can I use Email Templates?

Email Templates can be used to send one-off emails to Customers from the following DataGrids:

Users

To the user's email address.

Delegates

To the Delegate's email address.
To the Booking User's email address
To the Delegate's manager's email address.
To the Delegate's employer's email address.
To the Training Provider's company email address.

Resources

To the Training Provider's company email address.
To the Resource's email address.

Opportunities

To the assigned-to User's email address.
To the initiated-by User's email address.
To the linked-to Account's email address.
To the linked-to User's email address.
To the owner's email address.

Invoices

Invoice email address: This is the email address added during the Checkout process
Issuer email address: This is the email address for the training provider that issued the invoice
Target email address: This is the email address for the target of the invoice (either a user or account)
Target User: This is the billing email address of the target (either a user or account)

Tasks

To the assigned to User's email address.
To the Task's Account's email address.
To the created-by User's email address.

Users Awards

To the User's employer's email address.
To the User's email address.

Email Templates can also be used within Workflows:

Workflows

While you are building a Workflow Action, you can select your Email Template as the content of your email.

How can I customise Email Templates?

You can customise your content a great deal. Below is a brief overview of some of the options available to you within the rich-text editor when you are designing your email.

Style

The Style wizard allows you to apply set styles to your email's content, including using pre-defined headings.

Font Styles

Here, you can Bold, Italicise, and Underline your text.

Font

Within this area, you can choose from a range of selected Fonts and Font sizes

Please Note!

The Font Size shown in the accessplanit Rich Text Editor uses Pixels, rather than Points. Software like MS Word and Outlook will use Points, so you will need to adjust your Font Size appropriately e.g. 10 Px is 7.5 Pt.

Highlighter/Colour Tool

The Highlighter and Colour tool allows you to highlight areas of your text, or change the colour of your Font.

List Options

The List Options allow you to create numbered and bullet-pointed lists, as well as indent or outdent your text.

Tables

The Table tool allows you to insert Tables into your Email Template.

Link/Quick Link

The Link allows you to insert Links to websites within your Email Template.
The Quick Links options vary depending on your selected Module, for example if you have selected ‘Delegate’ you’ll be able to choose from Certificates, Course Surveys, and iCals to include as links in your email. iCals allow your Delegates and Trainers to download their Course to their calendar!

Please note: When setting up iCal links, make sure that the Training Provider of the Course has an email address.

For iCals to work, it needs to be able to determine who the event organiser is, and differentiate them from other attendees. You can double-check this by going to ‘Accounts', finding the provider of your Course, right-clicking, editing the record, going to 'Details’, and checking the 'email address' is populated.

If iCal links are also in use for the first time, please check with our Support team if all required platform configuration settings are also enabled.

iCal links can be added to Email Templates under the following modules: Class Course Date, User Course Date Class, User Course Date Web, Web Course Date. However, please note that the iCal content currently cannot be changed (see example below).

Image/File Link/Set content to a Text Template

The Image button allows you to insert an image stored within your platform
The File Link button lets you add a link to a file stored within your File Store
By clicking ‘Set content to a Text Template’, you can import the text stored within a Text Template into the Body of your Text Template

Full Screen/Code View/ Cleaner

Full Screen mode lets you view the Email Template in full screen
By clicking on Code View, you will reveal the HTML of your Email Template, so that you can add custom HTML formatting if you wish
The Cleaner tool will remove any HTML formatting within your Email Template.

Field

The Field drop-down will allow you to access all of the Merge Fields available for that Email Template's module. Merge Fields allow you to pull through information from areas of your platform and insert it into your Email Template. This means that you can have one Email Template for many Courses, Users, and Awards, as information that is specific to one recipient (e.g. their name or their Account name) can be pulled through dynamically via the Merge Field when the email is sent.

Consolidated Email Templates

Consolidated Emails are designed to reduce inbox clutter by combining multiple messages into a single email when the same Workflow action applies. Instead of sending separate emails for each Course or Delegate, accessplanit groups them together — so recipients only receive one email with all the relevant details.

For example, Trainers scheduled to receive sign-in sheets for several Courses on the same day will get one email covering all their sessions. Similarly, if a customer books multiple Delegates onto a Course, they’ll receive one confirmation email instead of one per delegate. This makes communication clearer, more efficient, and easier to manage for both your team and your customers.

Example Email Template:	Example Email:

Example Email Template:	Example Email:

For more information on Consolidating Emails, please follow the links below:

Where to find Email Templates

Click ‘Profile’ and then ‘Administration’ in the top right corner of your Platform
This will open the Administration Menu
Select ‘Email Templates’ from the administration menu
This will open theEmail Templates DataGrid

Email Template Management

Learn how to create and manage Email Templates in your platform:

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3275718663

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/83394807

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/83427376

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3024945153

Consolidate Emails

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3001417732

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3210477569

Additional Learning

https://www.accessplanit.com/en-gb/webinars/consolidated-emails

https://www.accessplanit.com/en-gb/webinars/consolidate-emails

https://www.accessplanit.com/en-gb/webinars/consolidate-emails-qanda

https://youtu.be/GFz2YpJ5Ar8?si=85zVqdioyDVnFOnt

FAQ’s

Can I add HTML links to my Email Templates?

It is possible to add hyperlinks into the content of your email template, but using the same functionality, you can also create links that open a new email with a pre-defined recipient. This is very popular with text such as 'If you have any questions, please contact us on admin@trainingprovider.org'.

To turn the email address in your text into an email link, highlight it and open the Link button (or press Ctrl + K), enter the email address into the 'To what URL should this link go?' section, and prefix it with mailto:

Can I personalise emails for different user types or courses?

Yes, you can create multiple Email Templates emplates tailored to different audiences, and set specific triggers based on user roles, course types, or status updates.

Where can I see if an email has been sent successfully?

All emails are tracked in the Email Log and also appear in the Communications Log on relevant user or course records, so you’ll always have a full communication history.

Are Email Templates reusable?

Yes! Once created, you can assign templates to multiple Workflows or use them manually whenver you need to!

I'm getting the error message: No property info found for type Char' No property info found for type Char Line Number: 0 error

Property accessor 'ConsolidatedBody' on object 'AccessPlanIT.Accessplan.Framework.Models.PreviewEmailModel' threw the following exception:'No property info found for type Char' No property info found for type Char Line Number: 0

Check there are no spaces within the consolidate text, usually near a bracket or '@' sign

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