When you create an email template in 17hats, you will select an email Type. The type tells 17hats what the email is intended for and determines where that template will be available later.

For example, a Quote Email template will appear when you send a Quote, while a Scheduling Email will appear within Online Scheduling settings.

Selecting the correct type also gives you access to the tokens related to that feature.

To create an email template:

The email types available in your account may vary based on your package and enabled features.

Use a Regular Email for general communication that is not connected to a specific document or feature.

Regular Email templates can be used when:

Use a more specific email type if the message needs document, booking, portal, or event information.

Use a Document (Quote, Contract, Invoice, Questionnaire) Emails to deliver a Document to a client.

Document Email templates become available when:

Use an Invoice Refund Email when notifying a client about a refund connected to an Invoice.

These templates become available when you send a refund notification from the Invoice. Because this email is connected to the Invoice and its payment information, a Regular Email template will not appear in its place.

Use a Client Portal Email to give a contact access to their Client Portal.

These templates can include the contact’s Client Portal link and, when applicable, their Client Portal password or PIN.

Client Portal Email templates can be used when:

Use a Lead Auto-Responder as the automatic reply sent after someone submits a Lead Capture Form.

After creating the template, select it as the auto-response email within the appropriate Lead Capture Form settings.

If a Lead Auto-Responder template does not appear as an option in your Lead Capture Form, confirm that the template was created using the Lead Auto-Responder type.

Use a Scheduling Email for messages connected to Online Scheduling.

Scheduling Email templates can be used for Online Scheduling messages such as:

Scheduling templates may be created from your Documents & Emails template page or while configuring an Online Scheduling Service.

Scheduling tokens only populate when the email is connected to Online Scheduling.

A Scheduling Email used outside of an Online Scheduling context may not have the booking information needed to complete those tokens.

Use an Event Email in a Workflow that is attached to an event.

Event Email templates can include Event Tokens.

Event Emails should only be used in Workflows and the Workflow must be attached to a Calendar Event.

Automatic Confirmation Emails are different from the email types you select when creating a new template.

These messages can be sent automatically after a client:

You can customize these messages in your Documents & Emails templates. You can also manage whether they send from Account Settings > Email Settings > Confirmations.

Automatic Confirmation Email settings apply globally to each document type rather than to an individual client or Project.

17hats can automatically send upcoming and past-due reminders for:

These are system-managed reminder templates rather than the standard Quote Email, Contract Email, Invoice Email, or Questionnaire Email used to deliver a document.

You can enable reminders, customize their timing, and edit their content under Account Settings > Email Settings > Reminders.

For a reminder to send, the document must meet the requirements for that reminder, including having a due date.

If a template does not appear when you try to select it, check its email type.

Templates are filtered based on what you are sending. For example:

You can review a template’s type from Account Settings > Templates > Documents & Emails.

As always, feel free to reach out via Live Chat if you still have any remaining questions and we'll be happy to help out!