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Creating document templates

  • Updated

In this article, you will learn: How to find, create, and edit document templates in the system.

Table of Contents:

Finding and understanding templates

Templates serve as the foundation for all communication documents. In the Communication / Administration / Templates section, you will find your studio's templates.

The system distinguishes between two types of templates:

System templates

System templates are provided by the system and are linked to specific actions in the studio's operation. They are marked with a lock icon in the template overview.

Examples of system templates:

  • Cancellation confirmations
  • Reminder letters
  • Pause confirmations
  • Direct debit return notifications

System templates can be edited, but not deleted.

Custom templates

For personalised communication, you can create new templates at any time. These are not linked to specific actions but can be used for individual or bulk messages.

Creating a new template

Here, we show you how to create a letter template. The process is similar for other types of communication.

Note: Depending on the selected communication channel – letter, email, SMS, or app message – the content should be adapted accordingly.

  • Be aware of the format and the attention span with which your message will be received.
  • SMS templates are ideal for short and concise information delivery.
  • Letters or emails can contain more content, as they are usually read with greater attention.
  • Keep in mind that the display varies across different devices.
    • An SMS appears differently on a mobile device compared to a detailed email on a computer or a printed letter sent via post.

Steps to create a template:

  1. Click on “Create letter template”.
  2. Select a base template and click “Next”.
  3. Define which locations the template should be available for.
  4. Assign a descriptive name to the template.
  5. If specific member information is required (e.g., for a trial session), select it.
  6. Choose a category to determine where the template will be available.
  7. Set the design of the letter.
  8. Click “Save” to create the template.

Editing a template

Existing templates can be modified at any time.

  1. Go to the template list.
  2. Click on the three-dot menu next to the desired template and select “Edit template content”.
  3. The template opens for editing. Note that the header, footer, and address section are not editable.
  4. Use the formatting toolbar to adjust the text.
  5. Insert placeholders using “#”.
  6. Adjust the template design using the pencil icon.
  7. Scroll down and click “Save across locations” to apply the changes.

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