Email settings

Overview

Email settings allows you to edit email templates, set up invoice reminders, create announcement templates, and choose the name and address your emails come from.

Email sending

‘From’ nameThe name that appears in the ‘from’ field in emails to your customers.‘From’ addressThe email address your emails are sent from.Note: Don’t change the ‘From’ address until Sender Authentication is set up, or your emails may be blocked or marked as spam. Contact our support team to set this up first.Two-way emailTick this to let customers reply to your emails and manage the conversation inside Storeganise, in the Messages tabs. Leave it unticked if you’d rather handle replies in your own email inbox. See Two-way email communications for more.

Email templates

Here you can modify the subject and body of all of the customer-facing emails that the system will send out. Click on an email to open the modal where you can make changes as per below.
Available templates and their use
The email templates are divided into several sections, each tailored to specific purposes:Invoicing
  • Invoice: Sent to customers when a new invoice is generated.
  • Upcoming charge notification: Sent to notify customers of an upcoming charge before it is processed. [NOTE: only applies to invoices in a Delayed state]
  • Invoice charge failed: Sent automatically when a payment attempt fails.
  • Receipt: Sent once a payment has been successfully processed.
For more on these emails, see Billing / invoice related emails.General
  • Welcome: Sent to new customers upon account creation.
  • Reset password: Sent when a customer requests a password reset.
  • Confirm email: Sent to customers to verify their email address.
For guidance on editing these templates, see Modifying and previewing general email templates.Self-storage
  • Lead subscribed to waitlist: Sent when a customer joins the waitlist for a unit type that isn’t available. See Waitlist.
  • Lead notification of available unit: Sent to waitlisted customers when a unit becomes available. See Waitlist.
  • Move-in scheduled: Sent when a move-in has been scheduled.
  • Move-in completed: Sent once a move-in has been completed.
  • Move-in abandoned: Sent to customers who started but did not complete a move-in order. See Abandoned orders.
  • Move-in tasks reminder: Sent the day before and on the move-in date if the customer still has move-in tasks to finish, such as signing the agreement or verifying their ID. See Unit order related emails.
  • Move-out scheduled: Sent when a move-out has been scheduled.
  • Move-out completed: Sent once a move-out has been completed.
  • Unit rental statement of unpaid invoices: Sent to provide customers with a statement of unpaid invoices for their unit rental. See Unpaid invoices and bulk payments.
  • Re-sign agreement: Sent when a manager asks a customer to sign their rental agreement again. See Managing agreements in a unit rental.
  • Upcoming rent change: Sent to notify customers of an upcoming change to their rental fees. See Scheduling and cancelling a rent change.
For guidance on editing these templates, see Editing unit rental email templates.Valet storage
  • Order confirmation, Order updated, Items delivered, Items collected, Failed delivery, Failed collection, and Reminder: Sent at each stage of a valet storage order. See Valet orders notification emails.
Announcements

Adding and updating email templates

Editing the template
If you want to edit the default template, you can do this using Markdown for formatting.
Insert placeholder
When drafting the email, you can insert placeholders for data relevant to the customer, order, unit, invoice, etc by clicking on the Insert placeholder and selecting one of the options from the dropdown. The options will vary depending on the email template you are editing.Note: For a multiline field, like user's address, wrap the placeholder like this: <span style="white-space:pre-wrap">{{user.address}}</span>           

Another option, is to use handlebar helpers to customize content in your email templates. You can check detailed information here: Using Handlebars Helpers in Your TemplatesIf you'd like use a custom field as a placeholder, the custom field setting must have the "User permissions" set at least to "View only". If it is set to "Not visible to customer" then the field will not appear as an available placeholder in your email templates.
Reset content
If you've made changes but you'd like to revert to the system default template for that specific email, click on the Reset content button.
Toggling between languages
If your instance is setup with multiple languages, you can switch between the languages using the tabs above the subject line. When changes have been made, the respective template with changes will be highlighted with an asterisk*.
Preview
Click on the Preview button to open up a separate window where you can preview what the email template will look like. 

Enable or disable sending of emails

You can choose whether you want each email to be sent to your customers by using the Enable email notification setting when editing an email template. When the checkbox is ticked 🗹, the email is setup to be sent to customers. When left blank, the email will not get sent.
You will see a summary of which email is enabled or disabled in the Email templates section of the email settings page.

Creating announcement templates

If you regularly send the same types of messages, such as maintenance notices, you can save them as announcement templates. When you send an announcement, you can then select a saved template instead of writing the message from scratch.To create an announcement template:
  1. Go to Main settings > Emails.
  2. In the Announcements section, click the + icon.
  3. Enter the subject and message.
  4. If you use multiple languages, add a version of the announcement for each language.
  5. Click Save.
To send an announcement, see Site-wide email announcements.

Managing invoice reminder emails

Invoice reminders work differently from other email templates. Each reminder is sent a set number of days after the invoice date and you can add up to nine reminders.To add an invoice reminder:
  1. Go to Main settings > Emails.
  2. Click + Add another reminder
  3. Enter the number of days after the invoice date. Use a negative number to send it before the invoice date.
  4. Edit the subject and message.
  5. Click Create.
For example, if the invoice date is the 5th and you set reminders at -2, 1, and 3, the customer gets reminders on the 3rd, 6th, and 8th.Reminders are sent at 1 PM in your time zone, and only for invoices that are Sent or Failed.Note: Invoice reminders can’t be turned off. To stop a reminder, you would need to delete it. For guidance, see: How to set up and customize invoice reminders

Email logging

Storeganise automatically logs key emails sent to customers from the system. This allows operators to see when emails were sent and review the related communication historyYou can view email logs in the following locations depending on the type of email:
  • Invoice emails – Open the invoice and check the History.
  • Move-in emails – Open the unit rental and go to History.
  • All user-related activity – Open the user account and go to History.
These sections show when system emails were triggered and sent.
Jump to