        HELP
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        CERTIFICATES AND EMAILS
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        EDIT AN EMAIL TEMPLATE
      

Edit an email template

Wherever the platform can send an automated email — a course expiry reminder, an Other Course expiry reminder, a bundle location check-in confirmation — it opens the same Edit Email Template popup. This covers setting the subject, CC, body, and attachments there, whichever screen you opened it from.

        5 MIN READ
        UPDATED 4 AUG 2026
        DASHBOARD → COURSES → NOTIFICATIONS (AND OTHER TRIGGERS)
      

BEFORE YOU START

The trigger that owns this email needs to be turned on first. For a course expiry reminder that means a Days Before Expiry value on the Notifications tab, which itself needs Validity (days) set on Course Settings. Until that's in place, the "click to edit" box either doesn't appear or the tab tells you what's missing.

Open the editor

The same popup appears on a course's Notifications tab, on an Other Course's expiry settings, and on a bundle location's check-in settings — look for a box that says Click to edit email template….

1

Select the box. A modal titled Edit Email Template opens and loads whatever is already saved for this course, Other Course, or location — empty the first time.

2

Enter a Subject. It's the only required field — the modal refuses to save without it.

3

Optionally add CC addresses, separated by commas, if someone besides the participant should be copied.

4

Write the Email Body in the rich text editor — formatting, links, and lists are all fine.

5

Add any Attachments with the upload button — a signed PDF, a policy document, whatever should ride along with the email.

6

Select Save. The page reloads, and the box now shows a short preview of the saved subject and body instead of the "click to edit" prompt.

screenshot — Edit Email Template modal with Subject, CC, Body and Attachments

The same modal, opened from a course's Notifications tab.

Placeholders

The Subject and Body accept placeholder tags that are filled in with the real participant and course details when the email actually sends. Which tags are available depends on the trigger.

Course expiry reminder {{first_name}}, {{last_name}}, {{course_title}}, {{expiry_date}}, {{course_url}}

Other Course expiry reminder {{first_name}}, {{last_name}}, {{course_title}}, {{expiry_date}}

Bundle location check-in No placeholder hint is shown for this trigger — write the subject and body as plain, final text.

The modal itself lists the available placeholders for your trigger just above the Subject field, so you don't need to remember this table while writing.

GOOD TO KNOW

{{course_url}} is an auto-login link straight into a fresh attempt at the course — the participant doesn't need to re-enter their name or email to use it.

A COMMON MISTAKE

Uploading an attachment and then closing the modal with Cancel instead of Save quietly deletes it again. If you're attaching a file, save before you move on.

If something isn't working

"Subject is required"

Save was attempted with no Subject entered. Fill it in and save again.

The preview still says "Click to edit email template…" after saving

The preview only appears once the Body has content — a Subject on its own isn't enough to show a preview. Reopen the modal and confirm the body actually saved.

The email template box doesn't appear at all

The trigger behind it isn't switched on yet — for a course, set Days Before Expiry (which itself needs Validity (days) on Course Settings) first.

What next

Writing the email is only half the setup — the trigger that fires it has its own rules for when it actually sends.

Expiry notification emails

Set course expiry in days, and Check-in confirmation emails

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