As an organizer, you can save the emails you send often as templates. For example, an acceptance letter or a reminder. When you send an email to registrants, submitters or reviewers, you choose a template to prefill it.
Note: email templates are available from the Advanced plan.
Open your templates
Each event has its own templates. To see them, go to Communication > Emails in your event dashboard and click Templates.
You can also open this page from the Send email window: click the templates link under Prefill with a template.
The Templates page lists your templates with their Name, Subject, Creation date and Last modified date. Use Search to find a template, and Columns to hide or show columns.
If your plan doesn't include email templates, the Templates button shows a diamond icon. Click it to see how to upgrade.
Create a template
On the Templates page, click Create.
Write a Name (100 characters max). Each template of the event needs a different name.
Write a Subject (200 characters max).
To add a call-to-action button, turn on the switch Button. Write the Button label (50 characters max, no variables) and choose the Button link. For Custom link, enter the Link URL.
To add a file, click Click to upload under Attachment (one file, up to 100 MB).
Click in the preview and write your message.
Click Save.
The preview shows the email with the branding of your event. With the Pro plan, click Branding above the preview to change the branding. See Customize email header and branding. To see the email on a phone, click the mobile icon at the top right.
On a phone, the template editor stacks the fields above the preview.
Personalize a template with variables
To insert a variable, click in the message, then click Insert field in the toolbar. In a template, the list has a Category: Submission, Registration, Review or Other. Choose the category of the people you will email, or use Search to find a variable.
Each variable is replaced by the information of each recipient when you send the email. Use the variables of the table you will send the email from. For the list of variables by table, see Send mass emails.
Edit a template
On the Templates page, click the name of the template. You see its Name, Subject, Last modified date and a preview.
Click Edit template.
Make your changes, then click Save.
Changes apply to the next emails you prefill with this template. Emails already sent don't change.
If you close the editor with unsaved changes, Fourwaves asks you to confirm. Click Leave without saving to close it, or Stay on page to keep editing.
Fourwaves saves the name, subject, message and button label in the language of your dashboard. To add a French version, switch your dashboard to French and edit the template. Until you do, the template shows the English text.
Clone or delete templates
On the Templates page, select one or more templates with their checkbox.
Click Clone to make a copy of each template. A copy is named after its template, followed by (COPY).
Click Delete to delete the templates, then confirm.
When you clone an event, its email templates are cloned too. See How to clone an event.
Use a template
When you send an email from a table, choose the template in the Prefill with a template list of the Send email window. The template fills the subject, the message, the button and the attachment. You can change them before you send. See Send mass emails.