How to manage system emails

This document provides a comprehensive guide on managing system emails within the vFairs platform, detailing the creation, customization, and management of email templates to enhance communication efficiency.

What is a System Email?

System emails on the vFairs platform are built-in template emails that enhance user efficiency when sending standard communications. Users have the flexibility to modify these templates or create new ones tailored to their needs. Examples of these templates include Registration Confirmation email, Payment Reminder Notifications, and Booth Reservation Confirmations.

How to Create and Manage Email Templates?

Step by Step Guide:

Login to the backend, and navigate to the “Marketing” section in the left menu. Click on it to expand, then select “System Emails”

Click the ‘Create Template’ button to initiate the process of creating template
Fill out the fields you see on the page.

Select Template	Choose a predefined template to start your email.
Select Language	Set the language for your email template to match the recipient's preferred language.
Subject	Enter the subject line of your email. (This is the first text your recipients will see)
Form Name	Specify a name for your form. (This name will be used internally to identify this email form)
Form Email	Enter the email address from which the email will be sent.
BCC	Enter email addresses to receive a blind copy. (Recipients will not see other BCC addresses)
Invite Calendar Invite (Toggle)	Enabling this toggle will attach a calendar invitation to your email to ensure recipients can easily add event details to their calendars.

Top right of the screen will have ‘Copy Tags’ button from where user can select tags to add in their drafts.

Note: Email tags are special codes in email templates that get replaced with real information when you send the email. For example, {FirstName} could be replaced with the recipient's actual name. This helps make each email feel more personal without having to manually add the details for every person.

After all the fields are filled, click continue to move to the next step.
Review the template draft of the email you selected in the next step.
You may also edit the draft according to your preference in the next step

The edit options on the bottom left of the screen shows:

Undo	Revert the last change you made to the template.
Redo	Reapply the last change you reversed with the Undo action.
Preview	View a simulation of how your email will appear to recipients.
Desktop	Preview the email layout as it will appear on desktop devices.
Mobile	Preview the email layout as it will appear on mobile devices.

At the right of the screen, there are 4 edit options with further edit options in them as shown below:

Content
Columns	Add or manage column layouts to structure your content within the email.
Buttons	Insert and customize buttons for calls to action in your email.
Divider	Place a horizontal line to visually separate sections or elements in your email.
Heading	Insert text headers to define sections and highlight important topics.
Text	Add and format text blocks to convey your message.
Image	Insert images to enhance your email's visual appeal.
Menu	Create a navigation menu for easy linking to various parts of your email or external sites.
HTML	Add custom HTML code for advanced customization or to embed external elements not provided by default.
Blocks
*General Settings*
Search	Use this tool to find specific elements or content within your email template quickly.
Blank	Blank blocks are present which we can customize according to our preference.
Header	Design the top section of your email that often includes your logo, event title, or essential links.
Footer	Customize the bottom section of your email, ideal for adding contact information, disclaimers, or social media links.
Body
Text Color	Change the color of the text to enhance readability or match your brand's aesthetic.
Background color	Set the background color for sections or the entire email to complement your design.
Content width	Adjust the width of the content area to optimize readability and layout on different devices.
Content Alignment	Align your text and other elements within the content area to improve visual organization.
Font Family	Select a font family that reflects your brand's style and improves the readability of your email.
Font Weight	Choose the thickness of the text, from light to bold, to emphasize certain parts of your email.
*Email Settings*
Preheader Text	A preheader is the short summary text that follows the subject line when viewing an email from the inbox.
*Links*
Color	Adjust the color of text, backgrounds, or other elements within your email to enhance visual appeal.
Underline (toggle)	Toggle underline styling on and off for text to highlight specific information or for stylistic purposes.
*Admin*
HTML ID	Assign a unique identifier to specific HTML elements to facilitate targeted styling and scripting.
HTML Class Names	Define class names for HTML elements to apply consistent styling rules or perform specific interactions via scripts.
Images
Search	Use this field to quickly find and insert images into your document or email by searching through available image resources.

At the bottom left of the screen you can see the ‘Back’ button from where you can go to the previous screen to make any changes you like.

Bottom right has a ‘Change Theme’ button from where you can change the theme of the template according to your likes.

After making all the changes, click ‘Save’ to save all the changes.

The form will close, and you should now see your newly created template on the listing page.

Filters:

As you create multiple email templates, finding specific ones for updates can become challenging. You can apply filters to search for and manage your email templates efficiently..

Actions:

In the listing, you will see ‘Edit’, ‘Delete’, and ‘Send test email’ buttons in the Actions field of the templates from where users can edit and delete the template and can also test by sending test email.

By following the above steps, Users can easily create and manage Email Templates.