> For the complete documentation index, see [llms.txt](https://docs.range-mate.co.uk/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.range-mate.co.uk/for-club-admins/email-templates.md).

# Email Templates

Range Mate sends emails on your club's behalf: booking confirmations, application updates, renewal reminders. Each one has standard wording. Email templates let you replace that wording with your own, for any email, without touching the others.

Manage them under **Club Settings → Emails → Manage email templates**.

The templates screen lists every email you can customise, grouped by area (applications, bookings, membership payments and so on). Each row shows whether the email is using the standard wording or your customised version, with a short note on when it gets sent and who receives it.

## Customising an email

1. Find the email on the list and select **Customise**.
2. The editor opens **prefilled with the standard wording**, subject included, so you can see exactly what the email says today and edit from there instead of starting blank.
3. Give the template a name. Only admins see this, on the templates list.
4. Change the subject if you want your own, or clear it to keep the standard subject.
5. Edit the body in the editor.
6. **Save template**, then use **Preview** to check it against a real member.

From then on, that email goes out with your wording. Your club's logo and footer are added automatically, so the template only needs the message itself.

{% hint style="info" %}
Deleting a template isn't destructive to the email: the email goes back to the standard wording.
{% endhint %}

## Merge tags

Merge tags are placeholders that fill in each recipient's details when the email sends. For example, `Hi {{ user.first_name }}` arrives as "Hi Sarah".

To insert one, type `/` in the editor. A menu of tags opens; keep typing to filter it, then pick with the arrow keys and Enter, or with the mouse. There's also a **Merge tags** button in the editor toolbar if you prefer clicking. The subject line supports the same tags, typed by hand.

Tags you can use include:

* `{{ user.full_name }}`, `{{ user.first_name }}`, `{{ user.last_name }}`
* `{{ user.email }}`, `{{ user.telephone }}`, `{{ user.full_address }}`
* `{{ user.membership_number }}`, `{{ user.nra_membership_number }}`
* `{{ user.date_of_birth }}`, `{{ user.occupation }}`
* `{{ user.custom_fields.your_field_name }}` for any [custom fields](/for-club-admins/custom-fields.md) you've set up
* `{{ organisation.name }}`, `{{ organisation.short_name }}` and `{{ organisation.contact_email }}` for your club's details

Some emails also carry their own tags for the thing they're about: booking confirmations get `{{ booking.event_name }}`, `{{ booking.location }}` and `{{ booking.starts_at }}`, the account created email gets `{{ temporary_password }}`, declarations get `{{ declaration.name }}`, and most emails with a button get `{{ action_url }}`, the link the email points at. These appear in the merge tag menu when you're editing that email, and the starter wording already uses them.

The full list for the email you're editing is always in the editor's merge tag menu.

{% hint style="danger" %}
The account created email must keep `{{ temporary_password }}`. It's the only way a member you create receives their password, so the template won't save without it.
{% endhint %}

{% hint style="info" %}
Tags describe the person the email concerns. In a booking confirmation that's the person who booked; in the police background check email it's the member being checked. The row's description on the templates list tells you when tags behave differently, for example the new application email goes to your admins, so the tags fill in the receiving admin.
{% endhint %}

{% hint style="warning" %}
If a member has no value for a tag (no telephone recorded, say), it's left blank in their email. A mistyped tag is also left blank rather than sent broken, and the preview warns you about any tag it couldn't fill in, so preview before you rely on a template.
{% endhint %}

## Previewing a template

**Preview** (from the templates list or the editor) shows the email exactly as it will arrive, including your club's logo and footer. It opens showing the email as you would receive it; pick any member from the list to see their version instead. Nothing is sent.

Details specific to the email, like the booking or the sign-in link, show example values in the preview. Sent emails use the real details.

If any merge tag couldn't be filled in for that member, the preview lists the problem tags above the email so you can fix the template or spot the missing profile data.

## Emails some actions wait for

A couple of membership actions send an email that's too club-specific for standard wording to cover, so they stay disabled until you've written your club's own version:

* **Invite to interview** waits for the interview invitation email.
* **Add to waiting list** waits for the waiting list email.

The action's message links you straight to the right template setup. See [the membership lifecycle](/for-club-admins/membership-lifecycle.md) for where these actions fit.

## Good to know

* One template per email. To change which email a template replaces, create a new template instead.
* Images and attachments aren't supported in the editor. They don't survive into the delivered emails, so the editor keeps them out rather than letting a broken email go out.
* Templates use [Liquid](https://shopify.github.io/liquid/) underneath. If you know Liquid you can use its filters and logic, but you never need to: the merge tag menu covers the common cases.