Email Templates

This Configuration menu page contains a list of the different email templates that will be sent from Membri 365.

From this list, you can consult, edit and create templates.

caution

The following processes require some computer knowledge. Although they are documented, it does not require you to make the changes to your email templates yourself. Please feel free to contact our support team to make any changes.

View an email template
Edit an email template
Edit an email template
Edit an email template using the built-in editor
Create an email template
Change the name of the PDF document that accompanies an email template
Understand where and when email templates are sent

Understand where and when email templates are sent

Template Type	Description
Membership Email Confirmation	Email sent to a member contact after their initial registration. This email includes a link to confirm the email used for registration before gaining access to Membership-related services, such as the portal. Sent to the contact who registers on the portal for the first time after completing their registration using the Membership authentication email template.
Ticket Purchase Confirmation	This email contains information about the event associated with a registration, a participant modification link for participants, and a link to download physical tickets if enabled for the event. The email is sent to the responsible contact for a registration.
Physical Ticket	Email defining physical tickets. Tickets contain information related to the participant, the event, and a QR code that can be scanned to mark the presence of each participant linked to a registration. This email template is used to construct physical tickets, and these tickets are accessible via a download link in the registration confirmation email.
Registration Reminder	This is a reminder email containing all the basic information about an event and a link to download physical tickets if enabled. . To be sent, the Send a Reminder Email field of the event must be enabled, indicating a date and time for the reminder to be sent. The reminder email can only be sent once per event. This template is sent to the person responsible for the registration and to the participants of each registration for an event.
Invoice	Invoices are a critical part of most platform processes. It is possible to specify a different invoice template for each type of invoice directly in the configuration of a chapter. This template is sent to the email listed on the invoice. By default, this email is the billing email of the account found in the Billing tab of an account record. If the field is empty, the invoice will be sent to the account's email. Of course, it will also be sent to any CC emails indicated in the same field.
Renewal	The renewal notice template is generated and sent when an account enters the renewal process. By default, this email is sent to the account's renewal email, if the Renewal Email field is empty, the renewal notice is sent to the account's email. Of course, it is also sent to the emails listed in the CC Emails field of the account. Note that a setting can be enabled to replace this behavior and send the notices to the primary contact of the account and the managing contacts.
Account Statement	Account statements are sent if an account has at least one invoice pending for more than 30 days. Another account statement email is sent 30 days later if at least one invoice from the account remains unpaid for more than 30 days. Account statements are sent to the billing email of the account or the general email if the Billing Email field is empty. Account statement sending is not enabled by default.
Membership Authentication	This template allows newly registered contacts to set a username and password. These authentication details can be used to access the online ticketing and the Membership portal (add-on module). If the corresponding setting is enabled, this email template will be sent to all contacts who become members of your organization for the first time. Sending Membership authentication emails is not enabled by default.
Membership Password Reset	If a contact has already set a username and password during their initial membership using the Membership authentication/registration email and they forget their password, it is possible to reset it and set a new one. This email can be sent by a member of your organization or by the member themselves on the integrated ticketing or the Membership Portal.
Receipt	This template is similar to the invoice template but shows the payments made in addition to the initial amount. Sending receipts is not enabled by default. It is possible to send a receipt only when the invoice is paid in full or for each payment in the case of partial payments.
Membership Credit Usage Validation	This email template confirms the use of membership credit if your subscription option sets include them. The validation email is sent to the primary contact's address on the account, providing details about the credit usage and encouraging the primary contact to get in touch with your organization if this usage was not expected.
Head Table Invitation	This template is intended for manual use of the head table module from an event, enabling the sending of personalized invitations to be seated at the head table.

View an email template

Select the email template to view from the list
Select the translation of the email template in the desired language
Select all the text that is in the Email Content Template field
Copy the content of the field (Ctrl-A -> Ctrl-C)
Open a new Notepad document

tip

We suggest Microsoft Notepad because this program comes with Windows' installation and you don't have to download anything more.

However, there are several Html editors on the market. These editors make it much easier to view the code and several are free to download.

Paste (Ctrl-V) the field content in the new Notepad document
Save the new document in the following form: modelname.html (give a name to the new document and add .html at the end).
Select the new document thus saved in the location designated during the saving
The document will open in a default web browser and it will be possible to see what the email template looks like.

Edit an email template

info

Email templates are in html format. For the moment, it is not possible to modify them directly from your environment Membri 365 since it does not include an integrated editor. However, you will find that it is quite intuitive to make superficial changes to your models.

Edit email text

Select the email template to view from the list
Select the translation of the email template in the desired language
Select all the text that is in the Email Content Template field
Copy the content of the field (Ctrl-A -> Ctrl-C)
Open a new Notepad document
Paste (Ctrl-V) the copy of the field content in the new Notepad document
Find the lines of text you want to change in the email code

tip

Find the original text you want to modify by searching in the text of the document Notepad using the find command(Ctrl-F).

Make the necessary modifications to the original text
Save the new document in the following form: modelname.html (give a name to the new document and add .html at the end).

danger

Make sure to view the email template before pasting the contents of the Notepad document into Membri 365 you will then avoid bad surprises.

Replace the content of the field that contains the email template in your Membri 365 environment by copying the text from the modified template and pasting it in place of the old text.
Select Save & close in the toolbar to validate the modifications of the email template

Edit an email template using the built-in editor

Version 3.0 of Membri 365 allows you to edit your email templates within your environment. It is therefore no longer necessary to have a html database to modify a template. Indeed, the changes you make in the editor will be applied directly to the file. However, if you are comfortable with the old method, it is not mandatory to use personalization .

Select the version of the email template to customize;
Activate the Use personalization field;
Make changes to the email or PDF template in the appropriate tab;
View the changes by selecting Email Preview or PDF Preview from the toolbar;
Select Apply Customizations from the toolbar to replace the template with the one you just edited.

Warning

This operation is irreversible and will take effect when the customizations are applied.

Create an email template

Copy an existing email template using the Copy Email Template workflow;
Rename the copy of the email template;
Edit Email Template;

Change the name of the PDF document that accompanies an email template

Navigate to the Email Templates page in the Configuration menu
Select the model that contains the PDF document to be renamed
Select the translation of the desired email template
In the Information tab, select the text field Name of PDF and modify its content
Select Save and close in the toolbar to validate the PDF renaming

Create custom merge tokens for invoices

You can now create custom merge tokens for invoice email templates.

:::bail Creating custom tokens can be complex and requires some programming knowledge.

For more information, contact us at support@vendere.ca. :::

Access the Custom merge field of the chapter to which you want to add the token;
Configure merge tokens in a JSON data format;
Use the token in your invoice email or PDF templates.

Configure the merge token

This field must be written in a JSON data format. You can see the example below or contact support@vendere.ca for more details.

To create your token, you will need to:

Set the Membri 365 solution physical name for the field you want to display content;
- This name is not the one visible during the day-to-day use of your CRM;
- For more details, contact us at support@vendere.ca.
Set the merge token you want to use contained between percentage signs and square brackets;
- The merge token should be in the following form: [%MergeToken%];
- The merge token you choose must be different from the merge tokens already existing for the invoice template.
Define the type of field to which you are referring;

Field Type	Description	Field Type	Description
lookup	Research fields	boolean	Yes or No fields
int	Integers	string	Text: 1 or more lines
decimal	Numbers containing a decimal part	money	Amount of money
optionsetvalue	Predetermined Choice List	datetime	Date and Time

Example

In the following example, the [%Chapter%] and the [%Taxless%] tokens are created.

[%Chapter%]: will display the content (Chapter Name) of the Main Chapter field of the invoice.
[%Taxless%]: will display the content (Yes or No) of the No tax field of the invoice.

   [
        {
            "PhysicalName": "ven_primarychapter",
            "MergeTag": "[%Chapter%]",
            "FieldType": "lookup"
        },
        {
            "PhysicalName": "ven_taxlesscds",
            "MergeTag": "[%Taxless%]",
            "FieldType": "boolean"
        }
    ]

Still unsure?

Understand where and when email templates are sent​

View an email template​

Edit an email template​

Edit email text​

Edit an email template using the built-in editor​

Create an email template​

Change the name of the PDF document that accompanies an email template​

Create custom merge tokens for invoices​

Configure the merge token​

Example​