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Xobito sends email for a number of system events — welcome emails to new staff, campaign completion reports, failed-payment warnings, and more. You can customise the wording, subject, and branding of each one.
Email templates are workspace-wide. Changing a template affects emails for every staff member and every future invitee.

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Opening email templates

Sidebar → Settings → Email Templates. You’ll see a list of every template with its name, purpose, last-edited date, and status (Active / Disabled).

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Templates shipped by default

You can’t delete built-in templates, but you can disable any you don’t want by toggling Active off.

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Editing a template

1

Click the template name

The editor opens.
2

Edit the 'Subject'

The email subject line. Keep it short — under 60 characters is ideal.
3

Edit the 'Body'

A rich-text editor lets you style the message. You can use headings, bold, links, and buttons.
4

Insert merge fields

Click the Insert field button to drop in a dynamic value like the staff name or workspace name.
5

Preview

Click Preview to see the email as the recipient will see it, with sample values filled in.
6

Send a test

Click Send test and enter your own email to receive a real copy in your inbox.
7

Save

Click Save. Future emails use the new version immediately.

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Merge fields

Merge fields are placeholders that get replaced with real values when the email is sent.

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Global fields

Available in every template:

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Context-specific fields

Only available on certain templates:
  • {staff_name} — recipient’s name
  • {staff_email} — their email
  • {invite_link} — single-use link to activate the account
  • {invited_by} — name of the admin who sent the invite
  • {role_name} — the role being granted
  • {reset_link} — single-use link to reset
  • {reset_expiry} — when the link expires (e.g. “1 hour”)
  • {ip_address} — the IP that requested the reset
  • {campaign_name}
  • {campaign_sent_count}
  • {campaign_delivered_count}
  • {campaign_read_count}
  • {campaign_failed_count}
  • {campaign_report_link}
  • {plan_name}
  • {amount}
  • {currency}
  • {next_billing_date}
  • {invoice_link}
  • {phone_number}
  • {disconnect_reason}
  • {reconnect_link}
If you remove a merge field that the system needs (like {invite_link}), recipients won’t be able to complete the action. Always click Preview before saving.

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Branding your emails

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From name and reply-to

Set these once under Settings → Email Templates → Sender settings:
  • From name — what appears in the recipient’s inbox (e.g. “Acme Support”).
  • Reply-to address — where replies go (e.g. hello@acme.com).

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Logo in the email header

Upload a header logo (600×200 pixels recommended) under Sender settings. It appears at the top of every email.

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Footer text

Add a workspace-wide footer such as your company address, a link to your privacy policy, or an unsubscribe note.
Many jurisdictions require a physical address in every marketing email. Use the workspace footer to stay compliant.

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Sending a test

Click Send test on any template and provide an email address. The test is delivered with dummy merge values so you can verify styling without triggering the real event.

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Resetting to default

If you’ve edited a template and want to revert, click Reset to default at the bottom of the editor. This restores the original wording.
Resetting cannot be undone. Use Preview to compare first if you want to keep parts of your edits.

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Disabling a template

Some events you may not want to email at all — for instance, some workspaces prefer in-app notifications only for ticket assignments. Toggle Active off at the top of the template. The event still fires in-app; only the email is suppressed.
You cannot disable Staff invitation or Password reset — these are required for account security.

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Troubleshooting

Check the recipient’s spam folder first. If emails consistently land in spam, ask your admin to configure a custom sender domain — contact support@xobito.com.
You typed the field manually. Delete it and re-insert using the Insert field button so the system recognises it.
Upload a higher resolution version — we recommend 1200×400 pixels at 72 DPI. Emails render at 2x on retina displays.
Some email clients (notably Outlook) strip advanced CSS. Stick to simple styling — headings, bold, italic, links — for maximum compatibility.

Notifications

In-app and browser notifications.

Team & Staff

Inviting staff triggers the invitation email.