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:
Visitor Invitation Email to Guests
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.
Additionally, you can customize the Subject line using dynamic variables. Separate sets of variables are available for both the Subject and Body content, allowing you to select from the respective sections.
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.
Users can follow the same process for the Subject line. The Subject line uses a simple text editor, and variables will be displayed within square brackets – [Variable].
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 or Subject, 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.
To override the saved custom template across all locations for a Visitor Type, select the option 'Update All Locations with Custom Template.' This will forcefully update all email templates across locations.
If you don’t want to override the custom email templates set at the Location Level within the Visitor Type, simply leave this option unchecked. In this case, only the 'Default' email templates at the Location -> Visitor Type level will be updated, and the custom email templates will remain unchanged.
Global Email Template Operation | Visitor Type Impact & Result |
Custom Template Saved without ‘Update All Templates’ | No changes to Visitor Type Email labels. Default Template updates to Global content; exclusive Custom Templates remain unchanged. |
Custom Template Saved with ‘Update All Templates’ | All email templates across locations are set to Default, matching the Global Template content. |
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.
Similar to the 'Save' option, the 'Use Default Template' option allows you to override the default template across all locations or just for the Default templates at the Location -> Visitor Types level. If you prefer not to update the custom templates at the Location -> Visitor Type level, proceed without checking 'Set as Default for All Templates.' To forcefully set all templates to default, check the option and then click the 'Use Default Template' button.
If you have any questions about this feature or have any other requests, please reach out to acsupport@getgenea.com.