This article explains how to create and edit email templates used in automated workflows, including how to use merge fields and link templates to workflow actions. Each template must have both English and Afrikaans versions.

Fease > Configuration > Templates

How do I edit an email template?

1. Navigate to Configuration > Templates.

2. Select the email template you want to edit.

3. Modify the subject line and body content.

4. Save your changes.

What merge fields can I use?

Merge fields automatically insert account-specific information into each email:

• Account holder name: Personalises the greeting.

• Current outstanding amount: Shows the amount due on this specific invoice or category.

• Total outstanding amount: Shows the parent's total debt across all fees and categories (Sprint 1 update).

• School name: Pulled from d6+ Plus Finance.

• Principal name: Included if personalised emails are enabled in Settings.

Note: Templates now display both the current balance on this communication and the total outstanding balance. This helps parents understand their full debt position. Use the current amount for friendly reminders and the total amount for final escalation notices.

How do I link a template to a workflow action?

When adding or editing a workflow action, select which email template it uses. Each action can have a different template assigned for English and Afrikaans.

Example templates with amount fields

Friendly Reminder (showing current amount):

"Dear [AccountHolderName], this is a friendly reminder that [StudentName]'s tuition account shows an outstanding balance of [CurrentOutstandingAmount]. If you have any questions, please contact our office. Thank you."

Final Notice (showing total amount):

"Dear [AccountHolderName], your account now shows a total outstanding balance of [TotalOutstandingAmount]. This includes tuition, bus fees, and other charges. Please arrange immediate payment to avoid further escalation."

Frequently asked questions

Do I need both an English and Afrikaans version of every template?

Yes. Each email template must have both an English and Afrikaans version. The correct language version is sent based on the parent's language preference.

Can different workflow actions use different email templates?

Yes. Each workflow action can be linked to a different template. For example, the friendly reminder and follow-up reminder can have different tones and content.

What is the difference between current and total outstanding amount?

Current outstanding amount: The specific fee or category being addressed in this communication (e.g., tuition for this term). Total outstanding amount: The parent's entire debt across all fees and categories. Use both to give parents a complete picture of their financial position.

Where does the school name in the merge field come from?

The school name is pulled from d6+ Plus Finance. To change it, update the school details there and the change will sync to Fease.