Email templates for clients

Templates are the emails your follow-up workflows send. Write one once, use it for every client.

Go to Settings → Email Templates — Settings is the gear icon in the account menu, top right, and every settings screen is a tab across the top of it.

What a template has

• Template name — only you see this. It's how you'll pick the template when building a workflow, so name it for the job it does: "Thanks for reaching out", "Two-week check-in".
• Subject line — what your client sees in their inbox.
• Message — the body. Write it the way you'd write a document: the toolbar has bold, italic, underline, headings, bullet and numbered lists, quotes, alignment and links.
• Header banner — whether this template uses your business banner, no banner, or one of its own.

Merge tags

Click any tag under Insert to drop it in at your cursor. When the email sends, each one is replaced with that client's real details:

A tag with nothing behind it comes out empty — if a client has no business name, {{client_business_name}} renders as nothing rather than a placeholder. Write around that: "Thanks for getting in touch" is safer than "Thanks for getting in touch about {{client_business_name}}".

Misspell a tag and it appears in the email as you typed it, which is how you'll spot it in the preview.

Formatting

Use the toolbar above the message. What you type is what your client gets — there is no markup to learn.

Formatting is deliberately limited to what email programs actually display the same way: bold, italic, underline, strikethrough, two heading sizes, bullet and numbered lists, quotes, left/centre alignment, dividers and links. Anything else you paste in from a web page or a word processor is stripped back to that list when you save, so a template can't arrive looking different from the preview.

Links accept https://, mailto: and tel: addresses.

Older templates. If you wrote a template before the editor changed, opening it shows your Markdown converted to formatted text. It keeps sending exactly as it always has until you press Save — at which point it becomes a rich text template for good.

Branding your emails

Settings → Email Templates → Email branding controls how every workflow email looks:

• Header banner — an image across the top, in place of your business name. 600 pixels wide looks best. This is included on every plan.
• Brand colour — the colour of the header bar, used when there's no banner.
• Footer text — replaces the "Sent by …" line at the bottom. Your email address and phone number still appear underneath it.

Individual templates can override the banner: set it to No banner for a plain note, or Custom to give one template its own image.

Images inside the message

On the Business plan the toolbar also has an image button, for putting pictures in the body of the email itself — a photo of finished work, a diagram, a signature.

Images are attached to the message rather than linked, so they display even when a client's email program blocks remote pictures. Keep them to a few per email: every one adds to the size of every message the workflow sends.

The header banner is available on every plan — only images inside the message need Business.

The preview

The preview underneath is rendered by the same code that sends the real email, so what you see is what arrives. Merge tags show sample values (Sarah Whitfield, Whitfield Interiors) rather than a real client's details.

Note the header and footer: your banner or business name, your contact details, and no Velosiq branding anywhere.

How many you get

The meter at the top of the page shows where you are. At the cap, New template is disabled until you delete one or upgrade.

Deleting

You can't delete a template a workflow still uses — Velosiq will tell you whether it's a saved status default, a scheduled follow-up, or both. Remove it from those first.