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Creating an Email Template

Reusable email templates are a great way to create a consistent set of client emails. Using merge fields, the emails you create can be customized with client, session, invoice, and payment information. The email builder is also used to create session contracts that can be uploaded to InSpiredByYou.

Follow these steps to create an email template (or contract) in Stratus:

  1. Go to the Stratus Tools menu and click Email Builder.

  2. You will see a list of email templates you have created. Your email templates are sorted into groups based on the Data Type selected for the email. You can see the various emails by choosing the data type from the drop-down list.

    What is a Data Type?

    The merge fields that will be available for an email template are based on the data type you choose. For example, if you want to create a session reminder that will include the session date and time, you would choose the "Session" data type. To include a balance due, use the "Invoice" data type. The following data types are available:

    • Appointments - Includes appointment fields and client fields (if linked to a client).
    • Clients - Includes all basic client information.
    • Clients with Family Members - Includes basic client information plus family member information.
    • Clients with Groups - Includes basic client information, along with any groups they are part of.
    • Clients with Loyalty Rewards - Includes basic client information and loyalty reward information. Note: Not available in Stratus Express.
    • Clients with Marketing Plans - Includes basic client information, along with any marketing plans they are part of. Note: Not available in Stratus Express.
    • Invoices - Includes invoice fields and client fields.
    • Payments - Includes payment fields, invoice fields, and client fields.
    • Sessions - Includes session fields and client fields.
    • Tasks - Includes tasks fields and client fields (if linked to a client).
  3. Click New on the ribbon to create a new template. Or, double-click an existing email template to make changes.

  4. Complete the following information in the upper portion of the email:
    • Description - This is how the email template will be listed in any drop-down lists.

    • Subject Line - The default subject line that will be inserted into the email. This information can be changed on individual emails before they are sent.

    • Data Type - Choose the data type for this email template. See the descriptions above for details. If you're not sure what data type to select, choose the one you think might be correct. You can come back and change the data type later if you don't find the merge fields you need.

    • Show On - Choose where you want the email template to be available throughout Stratus. For example, if you do not check Client, the email template will not be available when sending an email from a client record. Note: If you are creating a contract, make sure to check the Session option.

    • Created By - Choose the user from the drop-down list.

    • Auto Append Signature - Not available in Stratus Express.

    • Inactive - Make the email template inactive if it is no longer being used but you don't want to delete it. Especially helpful for businesses with many email templates, this option can help shorten the email lists to just the ones being used.

  5. Create the basic body of the email in the editor window. Type directly into the editor or copy and paste from another program. The tools on the editing ribbon are described below.

     Icon Name Description
    Font Choose another font.
    Formatting Format text using bold, italic, or underline.
    Font Size
    Adjust the size of the font.
    Font Color
    Change the color of the font.
    Highlight Choose a highlight color for a portion of your text.

    Alignment Center your text or align to the left or right.
      Link  Insert a hyperlink.
      List  Create a numbered or bulleted list.
      Source  View and edit the HTML code.
  6. Insert merge fields.

    • Place the cursor where the merge information should go.

    • Click Insert Data on the ribbon.

    • Choose the field from those available in the list.

    • The field will be inserted at the point of the cursor. Fields will look something like "[[tblClients,fldWarning]]."

    • The specific information will be merged when an email is created from the template.

  7. Other features of the Email Builder include:
    • Import HTML - If you have a pre-designed HTML email you want to use in Stratus, click Import HTML to import it.

    • Get Field List - Click to generate a list of all available Stratus fields for the data type you've chosen. Your web designer can use this list to embed the merge fields when creating your HTML emails.

    • Insert Images - Use this tool to insert images into your email. Stratus will automatically upload the image to your Stratus Drive, making it visible to your clients. Images used in an HTML email must be hosted on the web in order to display properly in the email. This tool takes care of that for you.

  8. Click Save & Close when finished.

See also

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