Customise email templates

OnboardMe lets you customise templates for client and internal emails so your practice stays consistent and professional.

For a full list of merge fields, logo rules, and how to add custom outbound templates, see Email template merge fields and custom templates.

Open Templates > Email Templates. Refer to the Standard emails by category accordion at the bottom of the page to see which built-in template is used for each workflow.

There are two tabs: Outbound Emails (sent to clients and external contacts) and Internal Emails (sent within your organisation). Both use the same editor.

On the Outbound Emails tab you can also click New Email Template to create your own template (category, name, and starting subject). See the merge fields article linked above for details.

A banner at the top of the page explains logo behaviour: your branding logo is added automatically unless you insert [PracticeLogo] or [HideLogo] in the body. See the linked article for the full rules.

First, select the email template you want to customise from the Email Template list.

Once you have selected a template, the Email Subject field appears.

Edit the subject directly, or click the [...] button to insert a merge field (for example [ClientName] or [PracticeName]). The subject line also supports autocomplete when you type [.

Customise the body in the rich text editor below.

Use the [...] insert control in the toolbar to add merge fields. They are replaced with real data when the email is sent. Click Preview to see sample data before you save.

Most templates must include a Link merge field ([Link]) so the recipient can open OnboardMe. If the link is missing, the editor blocks save. A few templates (such as Signed Proposal and Onboarding Completed) do not require a link.

When you are finished, click Save. Use Restore Original to revert a customised built-in template, or Delete template for a custom template you created.

Related: Email template merge fields and custom templates | Customise your branding