Email Templates

About Email Templates

In HID Visitor Manager, you can easily send email notifications to visitors or users of the system to keep them updated. HID Visitor Manager provides email templates for these notifications, which can be edited or customized to suit your needs.

You can create two different types of email templates - text and HTML. As the name suggests, text based email templates can include plain text however HTML email templates can provide a richer experience including images and formatted text.

You can access email templates by going to Admin > Email Configuration > Email Templates

The email templates area has two sections :

• Master Mail Templates: Master mail templates are used to provide a common design, color and footer for other mail templates.

• Email Templates: This is the list of default email templates. These email templates are used when emails are triggered from internal workflows. You can edit or customize these email templates if needed.

  

Master Mail Templates

Master mail templates act as designs or frames which are available to use for mail templates. They contain common design, color and footer information. The element placed on a master template becomes part of the mail templates they are associated with. Individual email templates, when paired with the correct master template, can help convey the tone of the message. These templates can be customized to select the right color that goes with your organization's branding guidelines.

• Master Mail Templates have the following options:

• Blue Master - Info: Used for emails that convey neutral information, acknowledgment etc.

• Green-Master - Success: Typically used when a workflow is successfully concluded.

• Orange-Master - Warning: Used to grab the user's attention when events or things change.

• Red-Master: Error: Typically used during cancelations or when workflows don't complete as expected.

• Default Master: This is an old template used by several email templates in the system.

Fig: Sample master email template

How to Customize Master Mail Templates

Administrators can easily edit and customize the master mail templates. Customizing a master mail template involves editing and saving an existing master mail template. For more information refer to Customizing Master Templates.

Email Templates

An email template is the content or the body of the email and may contain content such as text, images, barcodes etc. The template may contain dynamic data using tags that refer to data in the DB such as user name, location etc. The email template can be associated with one of the master templates, and inherit all designs from it.

Fig: A sample email template deriving its header from green master templates.

How to edit and customize email templates

Administrators can easily edit and customize the email templates. Customizing an email template involves editing and saving an existing email template. For more information refer to Customizing Email Templates.

How to test a customized email template

You can test a customized email template by sending it to your primary email address. For more information refer to Test a Customized Email Template.

How to activate/inactivate the email template

If needed, admins can turn off a particular email from being sent. For more information refer to Activate/Inactivate the Email Template.