Email Templates

PawPlacer lets you customize email templates for adoption, foster, and volunteer workflows. Use this page to keep your notifications clear, consistent, and on‑brand.

What You Can Customize

Email templates are grouped into three sections:

• Team Notifications: alerts sent to your staff when new requests arrive.
• Applicant Confirmations: optional acknowledgments sent to applicants after submission.
• Outcome Confirmations: adoption confirmation is available now; foster and volunteer confirmations are coming soon.

Medical templates are managed separately and are not covered here. Scheduled reminder timing is managed in Settings → Reminder Timing.

Opening Email Templates

1. Go to Settings → Email Templates.
2. Select a template from the left panel.
3. Edit the subject and message body in the editor.

Recipients (Team Notifications)

Team notifications can be sent to:

• The primary account owner
• Selected team members

Use the Recipients card to choose who receives each team notification. Use Copy recipients from to reuse the same recipient list across team templates.

Variables and Personalization

Use variables to personalize emails. Click any variable in the right panel to insert it into the subject or body.

Examples:

• {{adopter_name}}
• {{application_date}}
• {{organization_name}}

Required variables are labeled so you can verify coverage before sending.

Auto‑Send

For external applications, turn Auto‑send on to queue emails as soon as someone submits. If Auto‑send is off, use the profile action on pending applications to manually queue emails.

Preview and Test

• Preview shows the email layout with sample data.
• Send Test Email lets you deliver the email to a real address for verification.
• Recent activity shows the most recent sends and failures for the template.

Resetting to Defaults

Use Reset to default to restore the original subject and body for a template.

Best Practices

• Keep subjects short and clear.
• Always include the applicant name and submission date.
• Set team notifications to auto‑send so staff can respond quickly.
• Use the preview before enabling a template.

Troubleshooting

If no one receives an email:

1. Confirm the template is Enabled.
2. Confirm Auto‑send is on (for submission alerts).
3. Ensure at least one recipient is selected.
4. Verify the recipient email addresses are correct.