Configure custom email templates.

Customizing email is essential to align with your own branding needs. To best fit your own template, follow these steps:

Parth Sarvaiya avatar
Written by Parth Sarvaiya
Updated over a week ago

Customizing email notifications to match your organization's theme, color, content, and branding ensures that your communications are not only informative but also reinforce your brand identity and provide a consistent and professional experience for recipients.

Access the template editor to customize the template content to best fit your needs. Consider the following elements:

  • Branding: Add your organization's logo, colors, and images to ensure consistency.

  • Text and Messaging: Modify the email text and message to convey the desired information in your preferred tone.

  • Dynamic Content: Incorporate dynamic placeholders for variables like visitor name, scheduled date, Host name and other relevant details.

  • Styling: Adjust the template's layout, fonts, and styling to match your own brand guidelines.

Access Email Customization for Visitor Management

  • Log in to your account with Global Admin privileges. Navigate to the Global Overview and locate the Email Template configuration options.

  • Visitor Management Emails are placed below the On-boarding Emails section.

This feature is accessible to both Enterprise and CRE customers. These configurations will apply universally ensuring consistency across all sites and locations of customer portals.

Email customization options for Visitor Management will be accessible to Global Overview if any location or site activates the Visitor Management module.

Supported email customization.

Initially, there are two main types of email notifications that offer customization options:

  1. Visitor Invitation Email to Guests

  2. Visitor Arrived Email to Hosts

All other Visitor Management notifications will use the default template; customization options are not available in this initial release.

How to edit Default Email Template

Users can locate the "Genea Default Template" as the active template. To view it, hover the mouse over the "Action" button and click "View Template".

Please note that the default template is view-only and cannot be edited. To create a custom template, select your desired subject, hover over the "Action" button, and choose "Use Custom Template".

The default template will be displayed in preview. If you wish to edit it, simply click on the "Code Editor" Within the HTML code editor, you have the flexibility to customize various elements, including branding, colors, instructions, variables, themes, and more to suit your needs.

Genea's Email Template Code Editor offers a robust platform for extensive email customization. Administrators can import custom HTML scripts to create the desired email content. The editor also includes a preview feature, allowing you to instantly view the email body and see the results as you make changes.

Custom Template Variables

Template Variables helps admin to insert the important yet dynamic information they would like to insert to email templates for precise communication. Admins can use them within the email body along with the static text to make email more meaningful.

To insert a variable into the email body, simply click on the variable in the list. Please refrain from modifying the variable's ID or HTML script to prevent errors. Once a variable is inserted, the system will mark it with a ✔️sign to indicate its presence in the email body.

Important: Identify Variable Insertion Point - Carefully review your HTML code to determine where you want to insert the variable. Place your cursor at that exact location and then click on the variable from the available list.

If you need to use the same variable more than once in the email body, it's recommended to copy and paste the code of the already inserted variable to the desired locations instead of clicking on the variable list multiple times.

Please note that variables marked with an asterisk (*) are mandatory for use within the email body. Custom templates cannot be saved without including these mandatory variables.

Preview and Save Email Template

Preview & Saving Custom Templates: This feature enables users to see the email design as they make changes in the code editor. It provides a live preview of how the email will appear. User can correct any code editor errors if exist and have the option to save the email template they've edited as a custom template. This means that any changes they've made will be preserved for future use.

Labeling: Custom templates are labeled as 'Custom Template' to clearly indicate their status as templates that have been modified from the default version.

Switching Between Templates: Users have the flexibility to switch between custom and default templates using an action menu. This allows them to revert to the original default template if needed.

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