Email Templates

• You can customize the emails that are automatically sent to co-owners.
• A co-owner can be notified when:
  • He has not paid his condo fees;
  • His insurance is about to expire;
  • The information about his insurance is incomplete;
  • The information about his water heater is incomplete.
• Once you have customized your emails, go to the Communications / Automatic Emails section to activate reminders and specify their frequency (see Automated Emails).

Creating an email template

To create a new email template, click on + New Template.

Settings

Email Topic	The different options are: Reminder for incomplete information on insurance Reminder for insurance about to expire Reminder for incomplete information on water heater Reminder for water heater warranty abou to expire Unpaid condo fees for 0 weeks Unpaid condo fees for 1 week Unpaid condo fees for 2 weeks Unpaid condo fees for 3 weeks Unpaid condo fees for 4 weeks Unpaid condo fees for 5 weeks Unpaid condo fees for 6 weeks Unpaid condo fees for 7 weeks Unpaid condo fees for 8 weeks Unpaid condo fees for 9 weeks Unpaid condo fees for 10 weeks Unpaid condo fees for 11 weeks Unpaid condo fees for 12 weeks Unpaid condo fees for 13 weeks Unpaid condo fees for 14 weeks For unpaid condo fees, you can send different emails in a sequence that is specific to you. For example: a first reminder after 3 weeks of unpaid fees, then a new email after 8 weeks. Finally, a formal notice after 12 weeks. Each email text can of course be different.
Title	Title of your email
Tags	Optional field to specify which request tags this template applies to. If no tags are selected, the template will be available for all requests (universal template). If tags are selected, the template will only appear when replying to requests that have at least one matching tag. This helps organize templates and reduces clutter by showing only relevant options based on the type of request. See Request Tags for more information about creating and managing tags.
Text	Text of your email. The toolbar offers you a number of options to format your text (bold, italic, etc.) but also to automatically insert the unit number (door icon) and a link to the unit account (link icon). Contextual help is available by hovering your mouse over the different icons.

Using email templates when replying to requests

When replying to a request, the available email templates are automatically filtered based on the request’s tags:

• Universal templates: Templates with no tags assigned will always be available for all requests.
• Tagged templates: Templates that have tags will only appear when replying to requests that have at least one matching tag.
• Requests without tags: If a request has no tags, all templates (both universal and tagged) will be available.

Example

If you have the following templates:

• "General Response" (no tags) - Universal template
• "Maintenance Issue Response" (tagged with "Maintenance")
• "Administrative Request Response" (tagged with "Administrative")

When replying to:

• A maintenance request → You'll see "General Response" and "Maintenance Issue Response"
• An administrative request → You'll see "General Response" and "Administrative Request Response"
• A request with no tags → You'll see all three templates

This filtering helps reduce clutter and shows only the most relevant templates for each type of request.