Email Templates

Editing Email Templates #

The text of emails generated by the system is controlled by email templates. You can change these to meet the needs of your own venue. For example, you may wish to add specific information about how to contact you, or provide a link to your terms and conditions or privacy policy.

To edit the various email templates, go to https://app.myhallwizard.com/email_templates. Alternatively go to your venue menu, and select Email Templates.

No scroll through the screen to find the email template you need

Click the Edit button to go into an editor for the subject and email body.

The editor for the email body allows you to format the text as you wish, including adding tables, links and images (keep image file sizes to a minimum, as large images may result in your emails bouncing). You can also enter field codes which are substituted when your email is generated – see below for details.

If you need to make the editor bigger, us the button to expand it to a full screen view.

Personalising your emails for your customer #

In Email Template settings, some fields on your email can be personalised for your customer.

Personalising is easy – you simply include a special code in the text. For example,

Dear [Contact_Name]

will address your email to the person who will receive the email. (For Invoice Emails, use Dear [Invoice_Name]). When the invoice is generated, this will be replaced by, for example,

Dear John Smith

Here is a list of the codes you can use. Note that some codes can only be used in certain types of email.

CodeDescriptionExampleComments
[Name]The name of the customerArt Group
[Contact_Name]The name of the contact for the customerJohn SmithFor Booking emails, this is the person the email will be sent to
[Invoice_Name]The name of the person to whom the invoice is being sentJane DoeApplies to Invoice Emails only
[Invoice_Dt]The date of the invoice22 Sep 2020Applies to Invoice Emails only
[Invoice_No]The invoice number1Applies to Invoice Emails only
[Due_Dt]The date payment is due5 Dec 2020Applies to Invoice Emails only
[Amount]The total amount due. Note: this does not show any currency symbol45.68Applies to Invoice Emails only
[User_Name]The name of the current userNick Roberts
[Venue_Name]The name of your venueDakeford Church Hall
[Booking_Name]The name of the bookingArt ExhibitionApplies to booking emails only
[Booking_Date]The booking date. For repeat bookings, it shows the repeat pattern.For a single booking:
Tue 19 Oct 2021

For a repeat booking:
Repeat on Monday every week from 25 Oct 2021 until 13 Dec 2021
Applies to booking emails only
[Start]The start time of the booking10:30Applies to booking emails only
[End]The end time of the booking12:00Applies to booking emails only
[Rooms]The rooms bookedMain Hall, Side RoomApplies to booking emails only
[Extras]Any extras bookedUse of kitchen, ProjectorApplies to booking emails only
[Details]The details field from the bookingExhibition of paintings by members of the Art Group. Entry £1 on the door. More information at www.artgroup.org.uk.Applies to booking emails only
[Price]The price of the booking. No currency symbol is shown45.68Applies to booking emails only
[BookingsTable]A table of key information for the booking. For repeat bookings, this includes a table of the individual bookings made.See below for examplesApplies to booking emails only.

Note that in Booking Cancellation Emails, the table of bookings is not shown.

[BookingsTable] #

For bookings emails, the [BookingsTable] code outputs different tables depending on context. For a (single) booking, it outputs the basics of the booking:

Booking Name: Art Exhibition
Date/Time: Tue 19 Oct 2021 10:30-12:00
Rooms: Main Hall, Side Room
Extras: Use of kitchen, Projector
Price: 45.68

For a repeat booking, it lists all the bookings included:

Booking Name: Art Group

Repeat on Monday every week from 25 Oct 2021 until 13 Dec 2021 (see below)

Date/Time Rooms Extras Price
Mon 25 Oct 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 1 Nov 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 8 Nov 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 15 Nov 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 22 Nov 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 29 Nov 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 6 Dec 2021 19:30-22:00 Main Hall Use of kitchen 36.00
Mon 13 Dec 2021 19:30-22:00 Main Hall Use of kitchen 36.00

For a Booking Cancellation Email for a repeat booking, [BookingsTable] outputs:

Booking Name: Art Group

Repeat on Monday every week from 25 Oct 2021 until 13 Dec 2021