Custom email templates let you design and personalize the emails your studio sends, from booking confirmations to membership updates, so every communication feels on-brand and professional. This article walks you through each step of the process, from choosing a starting point to building your layout and applying dynamic tags that automatically populate member-specific information when an email is sent.
Content:
Before You Begin
Make sure you have the following before getting started:
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Permissions required:
- Club Setup: Can Access Setup
- Club Setup: Can Access Email Templates Setup
- HTML knowledge: The editor supports HTML customization. While ClubReady can offer general guidance, HTML editing depends on your own expertise. If you need specific design adjustments, we recommend working with someone familiar with HTML.
- Required tags: Every template must include the [unsubscribe] and [content] tags or it will not function correctly.
How to Create a Custom Email Template
1. Your Template Type: Navigate to Setup > Communication > Email Templates and click the + Add New tab. You have four options for starting your new template:
- Create a Blank Template — Start from scratch with a clean canvas.
- Clone an Existing Template — Copy one of your club's current templates.
- Clone a System Default Template — Start from a ClubReady-provided template.
- Clone a Newsletter Template — Use an existing newsletter layout as your starting point.
Once you've selected a template type, it will highlight in green. Enter a name for your new template, then click Add The New Email Template to save and continue.
2. Configure General Settings: After saving, you'll land on the General tab.
Here you can:
- Send a Test Email — Enter your email address and click GO to preview how the template looks in an inbox.
- Tags Used in This Template — Review which dynamic tags are currently included.
- Where This Template Could Be Used — See which communication defaults this template is eligible for, based on the tags it contains.
- Using This Template for Email Blasts — Check this box if you want the template available when sending email blasts.
- Tag Info Tab — Browse all available tags and their descriptions.
Click Update to save your settings before moving on.
3. Build Your Template in the Editor: Click the Editor tab to begin designing your template. From here you can:
- Drag and Drop content type, from Text, Image, and Socials.
- Insert tags using the toolbar in the Text menu, locate the Merge Tags option to personalize content dynamically.
- Add images by selecting from the images uploaded to your site.
The Email Editor Tab has three main sections: Element, Style, and Layer. Element offers drag-and-drop blocks like text, images, and social icons. Style controls colors, fonts, buttons, and layout. Layer lets you manage and arrange content tiles. Together, they give full control over your email's content and design. Learn more about the Editor tab options with our help article Editor Tab.
The editor will underline any potentially misspelled words as you type. When you're happy with your template, click Save.
4. Review Tag Information: The Tag Info tab provides a full list of available tags, including:
- The tag name.
- A description of what the tag pulls in dynamically.
- Whether the tag is Transactional Email Only.
Transactional-only tags cannot be used in email blasts, they are triggered by specific events such as a new booking, a cancellation, or an agreement change.
For a full breakdown of available tags, see Email Tag Descriptions.
Frequently Asked Questions
Q: Can I use any browser to edit my email template?
A: Yes, you can use any browser to create and edit your email templates.
Q: What happens if I don't include the [unsubscribe] or [content] tags?
A: These two tags are required in every template. Missing them can cause the template to not function correctly and may affect your ability to send compliant email communications.
Q: Can I use my custom template for email blasts?
A: Yes, on the General tab, simply check the Using This Template for Email Blasts box. This makes the template available to select when sending a blast. Note that templates containing Transactional Email Only tags will not be compatible with blasts.
Q: What's the difference between a transactional email and an email blast?
A: A transactional email is sent automatically in response to a specific event, like a new booking, a cancellation, or an agreement update. An email blast is a manually sent message to a selected group of members. Some tags are only available for transactional emails and cannot be used in blasts.