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Email Templates Tab

Overview​

Email templates control the content of messages that Manage1to1 sends automatically during key system actions. These messages are triggered by events such as invoices being generated, incidents being processed, ticket responses being sent, or other system-driven workflows.

Administrators can customize the included templates to better match district messaging standards.

If a template is accidentally deleted or edited incorrectly, default templates can be restored by contacting Manage1to1 Support.

How Templates Are Organized​

Templates are grouped into categories, sometimes referred to as template groups. Each category corresponds to a specific type of system action.

The category determines:

  • When a template is eligible to be used
  • What data is available to the template
  • Which merge fields can be inserted

In many cases, multiple templates may exist within a single category. The system automatically selects the appropriate template based on available data and conditions at the time the email is sent.

Editing an Email Template​

To modify a template, select Edit next to the template you want to change. This opens an editor where you can update both the message content and supporting settings.

From this screen, you can:

  • Update the email subject and body
  • Switch between rich text and HTML views
  • Add CC or BCC Recipients
    • Note: Adding a CC or BCC address at the template level will force the recipient to be included any time that template is sent out. If you wish to do this for ALL emails sent from Manage1to1, you can do this via the General Tab
  • Add or remove attachments
  • Insert merge fields

Below the editor, you will see a list of merge fields available for that template. Clicking a merge field inserts it directly into the message body.

[//] # (## Attachments)

[//] # () [//] # (Templates may include file attachments when appropriate.)

[//] # () [//] # (Multiple attachments can be added to a single template, and they will be included automatically whenever that template is used. Attachments are stored and managed by the system and do not need to be re-uploaded for each email.)

Merge Fields​

Merge fields allow email content to adapt dynamically to each recipient. When an email is sent, these placeholders are replaced with real data from the system.

The merge fields available depend on the template category and the action that triggered the email. For example, templates related to invoicing actions have access to invoicing data, while other templates may have access to user or device information.

A list of available merge fields is displayed below the editor for each template.

Custom Fields in Templates​

Custom fields created within Manage1to1 can also be referenced in email templates.

These fields are commonly used to include district-specific data without hardcoding text. Custom fields may be used directly in the message body and can also be used in conditional logic.

When referencing custom fields, naming conventions are applied automatically by the system, and available fields will appear in the merge field list.

Conditional Logic and Smarty Templates​

Manage1to1 email templates support Smarty template syntax, which allows for conditional logic and dynamic content rendering.

This makes it possible to:

  • Show or hide sections of text based on conditions
  • Adjust messaging depending on available data
  • Create flexible templates without duplicating content

Conditional logic is optional. Templates work perfectly well using merge fields alone, and advanced logic is only needed for more complex scenarios.

For administrators who wish to use conditional logic, full Smarty documentation and examples are available here:

Smarty Documentation

Disabling Templates​

In some cases, it may be desirable to prevent a specific email from being sent.

To disable a template entirely, edit the template and mark it as disabled. Once disabled, the system will no longer send that email for any reason, until it is re-enabled.

This is commonly used when districts prefer to handle certain communications outside of Manage1to1.

Template Updates​

There are times in which Manage1to1 will update the default template, with new variables or a new look. If we perform these updates, and you have NOT modified the template, we will automatically overwrite and apply the update. If you have, however, modified the template from original - we will not update your custom template. Please see the Release Notes for any template changes that will be documented so you may manually update your customized templates.

Best Practices​

  • Keep templates clear and professional
  • Avoid removing merge fields unless you are certain they are not needed
  • Use conditional logic sparingly to maintain readability
  • Test changes carefully, especially when modifying active templates

If you need assistance reviewing or restoring templates to default, Manage1to1 Support is available to help.

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