> For the complete documentation index, see [llms.txt](https://requiply.gitbook.io/requiply-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://requiply.gitbook.io/requiply-docs/knowledge/settings/booking-settings/email-templates.md). # Email templates The reusable emails Requiply sends customers about their rentals, used by confirmations, manual sends from a booking, and automated workflows. The **Email Templates** page is where admins create and manage the email messages Requiply sends to clients about their bookings. Templates are reused by booking confirmations, manual emails sent from a booking, and workflow automations, so anything you change here affects how customers experience your communication. You can find this page under **Settings → Bookings → Email Templates**. {% hint style="warning" %} **Admin only.** Other staff are redirected to the access-denied screen. {% endhint %} ![Email Templates page](https://572107616-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCrrH3uq16OeTomix4tP8%2Fuploads%2Fgit-blob-94ecd3d387f37d71a5dc5fdfb70ae21fcffae762%2Fimage.png?alt=media) ## Why this page matters Requiply sends a lot of email on your behalf — booking confirmations, reminders, follow-ups, and any custom messages your automations trigger. Each of those emails needs a subject, a body, and a decision about whether to attach the booking invoice. Email templates are the reusable building blocks for all of that. For messenger channels — SMS, Viber, Telegram — the equivalent building blocks are [message templates](/requiply-docs/knowledge/settings/booking-settings/message-templates.md). Other Requiply areas that depend on these templates: * Bookings (manual "send email" actions on a booking) * Workflow automations (Send Email and Send Email to List actions) * Invoices (templates can automatically attach the booking invoice PDF) * Booking confirmations sent to clients ## Who can use this page * **Admins only.** Users without the admin role are redirected to the access-denied screen. * There are no plan limits, paid add-ons, or feature flags gating this page — every organization on any plan can create unlimited templates. ## What you'll see The page loads templates for the current organization and shows them as a wrapping grid of cards. While loading, three skeleton placeholders appear in the same layout. Each template card shows: * The template **name** (truncated with a tooltip on hover). * Badges for what the template attaches: **Invoice attached**, **Booking QR attached**, and **Documents attached** when it renders [custom export templates](/requiply-docs/knowledge/settings/booking-settings/export-templates.md) as PDFs. * The **subject** line preview in a gray box. * A **body preview** rendered as plain text from the underlying HTML, capped to a few lines. * An **edit** (pencil) button that opens the [Add or edit email template](/requiply-docs/knowledge/settings/booking-settings/email-templates/add-or-edit.md) page for that template. After the cards, a rounded **Create template** button with a plus icon opens the add page. ## Empty state Requiply does not ship any hardcoded or built-in templates. A new organization starts with zero templates and must add them manually before they can be used in bookings or workflows. When the list is empty, the page shows a centered placeholder with: * An envelope icon. * The title **"No email templates yet"**. * A primary action button **Create template** that navigates to the [Add or edit email template](/requiply-docs/knowledge/settings/booking-settings/email-templates/add-or-edit.md) page. This is the only call to action in the empty state — the first template most organizations create is the one used for booking confirmations. ## Main actions ### Adding a new template Clicking **Create template** (either the plus button on a populated page or the empty-state button) opens the [Add or edit email template](/requiply-docs/knowledge/settings/booking-settings/email-templates/add-or-edit.md) page. After saving, the user is returned to the list and a toast confirms the template was created. ### Editing a template Each card has a pencil icon that opens the same [Add or edit email template](/requiply-docs/knowledge/settings/booking-settings/email-templates/add-or-edit.md) page in edit mode, with **Save** and **Delete** actions. ### Deleting a template Deletion happens from the edit page. Before removing a template, Requiply checks whether any workflow automations reference it. If they do, deletion is blocked and the dialog lists the blocking workflows so the admin can repoint or remove them first. See [Add or edit email template](/requiply-docs/knowledge/settings/booking-settings/email-templates/add-or-edit.md) for the full flow. ## Available variables Both the subject and body editors include an **Insert variable** dropdown. Variables are tokens wrapped in curly braces (for example `{{clientName}}`) that get replaced with real booking data when the email is sent. The full list of variables available across templates: | Variable | Replaced with | | ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | `{{bookingId}}` | The booking's number, as shown on the booking and its invoice. | | `{{bookingStartDate}}` | The booking's start date. | | `{{bookingStartDateTime}}` | The booking's start date and time. | | `{{bookingEndDate}}` | The booking's end date. | | `{{bookingEndDateTime}}` | The booking's end date and time. | | `{{bookingStatus}}` | The current status of the booking. | | `{{bookingTotal}}` | The rental total for the booking. | | `{{bookingDeposit}}` | The security deposit charged with the booking. | | `{{bookingTotalCharged}}` | The total charged — rental plus deposit. | | `{{bookingItems}}` | A table of the products included in the booking, with their quantities. Individual SKUs appear once units have been assigned — see [Assigning units at pickup](/requiply-docs/knowledge/booking/checklists.md#assigning-units-at-pickup). | | `{{bookingServices}}` | A table of the services included in the booking. | | `{{clientName}}` | The client's full name. | | `{{clientFirstName}}` | The client's first name. | | `{{clientLastName}}` | The client's last name. | | `{{clientEmail}}` | The client's email address. | | `{{clientPhone}}` | The client's phone number. | | `{{organizationName}}` | The organization's name. | | `{{organizationEmail}}` | The organization's contact email. | | `{{organizationPhone}}` | The organization's contact phone number. | | `{{paymentIntegrationLink}}` | A link the client can use to pay for the booking. | | `{{telegramConnectLink}}` | The client's personal invite link to your [Telegram bot](/requiply-docs/knowledge/settings/integrations/communications.md#connecting-clients-to-your-telegram-bot). Resolved only when the organization has an active Telegram integration; otherwise it renders as nothing. | {% hint style="info" %} Variables that aren't spelled correctly won't be substituted at send time. Use the live preview on the [Add or edit email template](/requiply-docs/knowledge/settings/booking-settings/email-templates/add-or-edit.md) page to catch typos before saving. {% endhint %} ### Custom field variables Beyond the built-in list, every custom field configured on the **Client**, **Booking**, or **Organization** level is available as a variable. Requiply builds the token from the field's key with a level prefix: | Entity level | Token pattern | Example | | ------------ | ----------------------------------- | ---------------------------------- | | Client | `{{clientField_}}` | `{{clientField_passport_number}}` | | Booking | `{{bookingField_}}` | `{{bookingField_delivery_notes}}` | | Organization | `{{organizationField_}}` | `{{organizationField_vat_number}}` | They appear in the **Insert variable** dropdown alongside the built-in variables, labelled with the field name and its level — for example `Passport number (Client)`. Checkbox fields render as a localized **Yes**/**No** and multiselect fields as a comma-separated list. Empty fields substitute to nothing. Create the field under [Entity fields](/requiply-docs/knowledge/settings/fields/entity-fields.md), then attach it to the Client, Booking, or Organization level under [Level configurations](/requiply-docs/knowledge/settings/fields/level-configurations.md). {% hint style="info" %} Date and time variables are rendered in the organization's timezone from [Date & time settings](/requiply-docs/knowledge/settings/organization-settings/date-time-settings.md), so a client in another timezone still sees your local pickup and return times. {% endhint %} ## Localization Email templates are **not multilingual**. There is no per-language field on a template — each template carries a single subject and body. If you need to communicate with clients in multiple languages, create a separate template per language (for example, `Booking Confirmation — EN`, `Booking Confirmation — ES`) and select the appropriate one when sending manually or branching by language in your workflow automations. ## How this page connects to the rest of Requiply | Feature | How this page affects it | | --------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Booking confirmations** | When a booking is created, the template selected for confirmations is used. Editing the body or subject changes what new clients see. | | **Manual booking emails** | When sending an email from a booking, the admin picks a template from this list. | | **Workflow automations** | The Send Email and Send Email to List actions in workflows reference a template by ID. Deleting a template that a workflow uses is blocked until the workflow is updated. | | **Invoices** | Templates with **Attach invoice** enabled automatically include the booking's invoice PDF, so clients receive both the message and the document in one email. | | **Custom export templates** | Templates selected under **Attach documents** are rendered for the booking at send time and attached as PDFs, so a confirmation email can carry the rental agreement with it. | ## Common scenarios ### New business setup A new organization starts with no templates at all — Requiply does not provide any defaults. The first thing most admins do is create a polished booking confirmation template with their brand voice and turn on **Attach invoice** so clients get the booking details and invoice in one email. ### Building automations When setting up a workflow that emails clients (for example, a reminder 24 hours before a booking), the admin first creates the email template here, then references it from the workflow's Send Email action. ### Updating wording across all communication Because workflows and bookings reference templates by ID, editing a template's body or subject immediately changes the text used by every automation and manual send that points at it. There is no per-workflow override. ### Supporting multiple languages Create a separate template per language and route to the right one from the workflow that triggers the email, since templates do not store per-language variants. ## Tips and cautions {% hint style="success" %} **Tip:** Set up your booking confirmation template early. There are no built-in defaults, so until you create one your bookings will not have a polished email to send. {% endhint %} {% hint style="warning" %} **Heads up:** Editing a template changes what every automation and manual email using it sends — there's no version history. If you're rewriting a template that's referenced by a workflow, double-check the workflow's intent first. {% endhint %} {% hint style="warning" %} **Heads up:** A template that's used by a workflow can't be deleted. The delete dialog tells you which workflows are blocking and links to them so you can update or remove the automation first. {% endhint %}