Email Templates
Customize the automated emails that go to your clients.
Automated Emails
PT Suite sends emails automatically for:
| When It’s Sent | |
|---|---|
| Booking Confirmation | When a client books |
| Booking Reminder | Before the session |
| Cancellation Confirmation | When a booking is cancelled |
| Package Purchase | After buying a package |
| Welcome Email | When a new client signs up |
| PAR-Q Request | When health form is needed |
What You Can Customize
For each email template:
Subject Line
The email subject clients see in their inbox.
Email Content
The body of the email, including:
- Greeting text
- Main message
- Footer content
Dynamic Fields
Placeholders that fill in automatically:
| Placeholder | Becomes |
|---|---|
{client_name} | Client’s first name |
{session_date} | Date of booking |
{session_time} | Time of booking |
{session_type} | Type of session |
{business_name} | Your business name |
{trainer_name} | Your name |
Editing Templates
Go to Settings
Navigate to Settings → Email Templates.
Select Template
Click on the email type you want to edit.
Make Changes
Edit the subject line and content.
Preview
Click Preview to see how it looks.
Save
Click Save to update the template.
Template Best Practices
Keep it personal but professional. Use the client’s name and write in your voice.
Subject Lines
- Keep under 50 characters
- Be clear about the content
- Avoid spam trigger words
Good: Your session with {trainer_name} is confirmed
Bad: URGENT!!! BOOK NOW!!!
Email Content
- Use a friendly greeting
- Get to the point quickly
- Include relevant details
- End with a clear action or sign-off
Mobile Friendly
- Keep paragraphs short
- Use simple formatting
- Test on your phone
Example Templates
Booking Confirmation
Subject: Your {session_type} is confirmed - {session_date}
Body:
Hi {client_name},
Your booking is confirmed!
Session: {session_type}
Date: {session_date}
Time: {session_time}
I'm looking forward to training with you.
If you need to reschedule, please give at least 24 hours notice.
See you soon,
{trainer_name}Reminder Email
Subject: Reminder: Session tomorrow at {session_time}
Body:
Hi {client_name},
Just a reminder that you have a session tomorrow:
Date: {session_date}
Time: {session_time}
Please arrive 5 minutes early if possible.
See you then!
{trainer_name}Branding in Emails
Logo
Your business logo appears in email headers.
Colours
Email templates use your brand colours from theme settings.
Footer
All emails include:
- Your business name
- Contact information
- Unsubscribe link (where required)
Testing Emails
To see how emails look:
- Edit the template
- Click Send Test Email
- Enter your email address
- Check your inbox
- Make adjustments if needed
Disabling Emails
To turn off specific email types:
- Go to the template
- Toggle Enabled off
- Save
Recommendation: Keep booking confirmations and reminders enabled. They significantly reduce no-shows.
Troubleshooting
Emails Not Arriving
Check:
- Client’s spam/junk folder
- Email address is correct
- Email type is enabled
Emails Look Wrong
Check:
- Preview before saving
- Dynamic fields are correct
- No broken HTML
Client Can’t Unsubscribe
- Unsubscribe links are automatic
- Contact support if issues persist