> ## Documentation Index
> Fetch the complete documentation index at: https://documents.xobito.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Templates

> Customise the emails Xobito sends for invitations, notifications, and system events.

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.

<Note>
  Email templates are **workspace-wide**. Changing a template affects emails for every staff member and every future invitee.
</Note>

## 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).

## Templates shipped by default

| Template                  | When it's sent                         | Sent to              |
| ------------------------- | -------------------------------------- | -------------------- |
| **Staff invitation**      | You invite a new staff member          | The new staff member |
| **Welcome email**         | A staff member activates their account | The new staff member |
| **Password reset**        | Someone clicks "Forgot password"       | The user             |
| **Campaign completed**    | A scheduled campaign finishes          | The campaign owner   |
| **Payment success**       | A subscription renewal succeeds        | Billing contact      |
| **Payment failed**        | A subscription renewal fails           | Billing contact      |
| **Subscription expiring** | 7 days before expiry                   | Billing contact      |
| **WABA disconnected**     | Your Meta connection drops             | All admins           |
| **Staff mention**         | A colleague mentions you in a note     | The mentioned user   |
| **Ticket assigned**       | A ticket is assigned to you            | The assignee         |

<Tip>
  You can't delete built-in templates, but you can disable any you don't want by toggling **Active** off.
</Tip>

## Editing a template

<Steps>
  <Step title="Click the template name">
    The editor opens.
  </Step>

  <Step title="Edit the 'Subject'">
    The email subject line. Keep it short — under 60 characters is ideal.
  </Step>

  <Step title="Edit the 'Body'">
    A rich-text editor lets you style the message. You can use headings, bold, links, and buttons.
  </Step>

  <Step title="Insert merge fields">
    Click the **{ } Insert field** button to drop in a dynamic value like the staff name or workspace name.
  </Step>

  <Step title="Preview">
    Click **Preview** to see the email as the recipient will see it, with sample values filled in.
  </Step>

  <Step title="Send a test">
    Click **Send test** and enter your own email to receive a real copy in your inbox.
  </Step>

  <Step title="Save">
    Click **Save**. Future emails use the new version immediately.
  </Step>
</Steps>

## Merge fields

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

### Global fields

Available in every template:

| Field              | Replaced with                         |
| ------------------ | ------------------------------------- |
| `{workspace_name}` | Your workspace name                   |
| `{workspace_url}`  | A link back to dash.xobito.com        |
| `{current_date}`   | Today's date                          |
| `{current_year}`   | The current year (useful for footers) |
| `{support_email}`  | Your configured support email         |

### Context-specific fields

Only available on certain templates:

<AccordionGroup>
  <Accordion title="Staff invitation & welcome">
    * `{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
  </Accordion>

  <Accordion title="Password reset">
    * `{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
  </Accordion>

  <Accordion title="Campaign completed">
    * `{campaign_name}`
    * `{campaign_sent_count}`
    * `{campaign_delivered_count}`
    * `{campaign_read_count}`
    * `{campaign_failed_count}`
    * `{campaign_report_link}`
  </Accordion>

  <Accordion title="Payment events">
    * `{plan_name}`
    * `{amount}`
    * `{currency}`
    * `{next_billing_date}`
    * `{invoice_link}`
  </Accordion>

  <Accordion title="WABA disconnected">
    * `{phone_number}`
    * `{disconnect_reason}`
    * `{reconnect_link}`
  </Accordion>
</AccordionGroup>

<Warning>
  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.
</Warning>

## Branding your emails

### 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`).

### Logo in the email header

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

### Footer text

Add a workspace-wide footer such as your company address, a link to your privacy policy, or an unsubscribe note.

<Tip>
  Many jurisdictions require a physical address in every marketing email. Use the workspace footer to stay compliant.
</Tip>

## 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.

## 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.

<Warning>
  Resetting cannot be undone. Use **Preview** to compare first if you want to keep parts of your edits.
</Warning>

## 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.

<Note>
  You cannot disable **Staff invitation** or **Password reset** — these are required for account security.
</Note>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Emails aren't arriving.">
    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](mailto:support@xobito.com).
  </Accordion>

  <Accordion title="Merge fields appear literally, like '{staff_name}'.">
    You typed the field manually. Delete it and re-insert using the **{ } Insert field** button so the system recognises it.
  </Accordion>

  <Accordion title="My logo looks blurry in the email.">
    Upload a higher resolution version — we recommend 1200×400 pixels at 72 DPI. Emails render at 2x on retina displays.
  </Accordion>

  <Accordion title="Preview looks fine but the real email looks broken.">
    Some email clients (notably Outlook) strip advanced CSS. Stick to simple styling — headings, bold, italic, links — for maximum compatibility.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Notifications" icon="bell" href="/settings/notifications">
    In-app and browser notifications.
  </Card>

  <Card title="Team & Staff" icon="users" href="/team/staff-members">
    Inviting staff triggers the invitation email.
  </Card>
</CardGroup>