E-mail templates are the basis of every automatic e-mail your club sends: the welcome mail, the reservation confirmation, the reminder, the invoice, the cancellation mail and all the rest. This guide shows you where to find them, how to organise them and where they are actually used.
Where to find your e-mail templates
Steps
- Go to Settings.
- Click Automations in the left-hand column.
- Choose E-mail templates.
💡 Tip: this is the most frequently asked question about e-mail in Club Planner. Templates do not live under "Communication" but under Automations, because they are primarily used by automatic processes.
What are templates used for?
A template is sent automatically at a particular moment in your member's journey. The main moments are:
- Welcome mail — after a member registers;
- Reservation confirmation — after a member books an activity;
- Cancellation mail — after a member cancels;
- Waiting list mail — when a place becomes available;
- Purchase confirmation — after a webshop purchase;
- Reminder — for an open amount or an online payment link;
- Invoice mail — when sending an invoice;
- Expiry notice — when a membership is about to end.
A template can contain tags that Club Planner fills in when sending, such as the member's name, the membership or the date. That way you never have to enter personal details by hand.
Organising templates into folders
Steps
- Open the E-mail templates overview.
- Drag a template into a folder to organise it by usage scenario, for example Financial, Retention, Newsletter or General.
💡 Tip: create one Active folder and one Old folder. Most clubs accumulate dozens of templates of which only a handful are genuinely in use. Without a folder structure, sooner or later somebody edits the wrong one.
Where a template is linked to an action
A template does nothing on its own. You link it to the place where it should be sent:
- Cancellation mail — Settings → Planner → Policy, under Send (e-mail) when user cancels;
- Automatic e-mails such as birthday, "we miss you" or expiry — Settings → Automations → Automations → Database;
- Registration and welcome mail — on the registration form under Settings → Members → Forms;
- Webshop confirmations — on the relevant webshop setting.
⚠️ Important: if you edit a template that is linked to several actions, the text changes everywhere at once. To adjust one specific moment, make a copy first and link that instead.
Result
You know where your templates are, what they are for and where they get linked. You can now edit the right e-mail deliberately, without accidentally changing another mailing.
See also Create a new email and edit existing emails, How do I convert an email template from HTML to plain text?, How do I add a photo to an email? and Setting up automations.