Editing Email Templates #
The text of emails generated by the system is controlled by email templates. You can change these to meet the needs of your own venue. For example, you may wish to add specific information about how to contact you, or provide a link to your terms and conditions or privacy policy.
To edit the various email templates, go to https://app.myhallwizard.com/email_templates. Alternatively go to Settings in the navigation bar then click on Email Templates.
No scroll through the screen to find the email template you need
Click the Edit button to go into an editor for the subject and email body.
The editor for the email body allows you to format the text as you wish, including adding tables, links and images (keep image file sizes to a minimum, as large images may result in your emails bouncing). You can also enter field codes which are substituted when your email is generated – see below for details.
If you need to make the editor bigger, us the 
button to expand it to a full screen view.
Personalising your emails for your customer #
In Email Template settings, some fields on your email can be personalised for your customer.
Personalising is easy – you simply include a special code in the text. For example,
Dear [Contact_Name]will address your email to the person who will receive the email. (For Invoice Emails, use Dear [Invoice_Name]). When the invoice is generated, this will be replaced by, for example,
Dear John SmithHere is a list of the codes you can use. Note that some codes can only be used in certain types of email.
| Code | Description | Example | Comments |
|---|---|---|---|
[Name] | The name of the customer | Art Group | |
[Contact_Name] | The name of the contact for the customer | John Smith | For Booking emails, this is the person the email will be sent to |
[Invoice_Name] | The name of the person to whom the invoice is being sent | Jane Doe | Applies to Invoice Emails only |
[Invoice_Dt] | The date of the invoice | 22 Sep 2020 | Applies to Invoice Emails only |
[Invoice_No] | The invoice number | 1 | Applies to Invoice Emails only |
[Due_Dt] | The date payment is due | 5 Dec 2020 | Applies to Invoice Emails only |
[Amount] | The total amount due | £45.68 | Applies to Invoice Emails only |
[User_Name] | The name of the current user | Nick Roberts | |
[Venue_Name] | The name of your venue | Dakeford Church Hall | |
[Booking_Name] | The name of the booking | Art Exhibition | Applies to booking emails only |
[Booking_Date] | The booking date. For repeat bookings, it shows the repeat pattern. | For a single booking: Tue 19 Oct 2021 For a repeat booking: Repeat on Monday every week from 25 Oct 2021 until 13 Dec 2021 | Applies to booking emails only |
[Start] | The start time of the booking | 10:30 | Applies to booking emails only |
[End] | The end time of the booking | 12:00 | Applies to booking emails only |
[Rooms] | The rooms booked | Main Hall, Side Room | Applies to booking emails only |
[Extras] | Any extras booked | Use of kitchen, Projector | Applies to booking emails only |
[Details] | The details field from the booking | Exhibition of paintings by members of the Art Group. Entry £1 on the door. More information at www.artgroup.org.uk. | Applies to booking emails only |
[Price] | The price of the booking | £45.68 | Applies to booking emails only |
[BookingsTable] | A table of key information for the booking. For repeat bookings, this includes a table of the individual bookings made. | See below for examples | Applies to booking emails only. Note that in Booking Cancellation Emails, the table of bookings is not shown. |
[ConfirmButton] | Creates a button in the email which allows the customer to automatically confirm a provisional booking. If you use the [ConfirmButton] you should also provide text in your email with the [ConfirmURL] tag, as not all email browsers will allow buttons to be used. |  | Applies to booking emails only |
[CancelButton] | Creates a button in the email which allows the customer to automatically cancel a booking. If you use the [CancelButton] you should also provide text in your email with the [CancelURL] tag, as not all email browsers will allow buttons to be used. |  | Applies to booking emails only |
[ConfirmURL] | This displays a URL which can be used by the customer to automatically confirm a provisional booking. If you use the [ConfirmButton] tag, you should also use [ConfirmURL]. The following text gives an example:If you’re having trouble clicking the Confirm Booking button, copy and paste the following URL into your web browser: [ConfirmURL] | https://app.myhallwizard.com/boo kings/e5cc248a-dbd6-43dd-83e1- 62d12dfa94 95/confirm?updated_a t=2021-12-10%2013%3A38%3A56& signature=37a84721a5e777f5944fb 47ecb969e5aa79da1e6a0f929d4ff ee5f78d05468a2 | Applies to booking emails only |
[CancelURL] | This displays a URL which can be used by the customer to automatically confirm a provisional booking. If you use the [CancelButton] tag, you should also use [CancelURL]. The following text gives an example:If you’re having trouble clicking the Cancel Booking button, copy and paste the following URL into your web browser: [CancelURL] | https://app.myhallwizard.com/booking s/e5cc248a-dbd6-43dd-83e1-62d12df a9495/cancel?signature=acfe296e11 2a1d2154c9153bebf88e8800ebee7dee 3dc606f934bee84162dbe6 | Applies to booking emails only |
[BookingsTable] #
For bookings emails, the [BookingsTable] code outputs different tables depending on context. For a (single) booking, it outputs the basics of the booking:
| Booking Name: | Art Exhibition |
| Date/Time: | Tue 19 Oct 2021 10:30-12:00 |
| Rooms: | Main Hall, Side Room |
| Extras: | Use of kitchen, Projector |
| Price: | £45.68 |
For a repeat booking, it lists all the bookings included:
Booking Name: Art Group
Repeat on Monday every week from 25 Oct 2021 until 13 Dec 2021 (see below)
| Date/Time | Rooms | Extras | Price |
|---|---|---|---|
| Mon 25 Oct 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 1 Nov 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 8 Nov 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 15 Nov 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 22 Nov 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 29 Nov 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 6 Dec 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
| Mon 13 Dec 2021 19:30-22:00 | Main Hall | Use of kitchen | £36.00 |
For a Booking Cancellation Email for a repeat booking, [BookingsTable] outputs:
Booking Name: Art Group
Repeat on Monday every week from 25 Oct 2021 until 13 Dec 2021