Change the wording of an Offision email

1. Open Email Template

Go to System config › Settings › Email › Email Template.

The screen is three columns and you work across them left to right: the list of emails on the left, a live preview in the middle, and Edit settings — the part you type into — on the right.

2. Pick the email you want to change

The list is grouped by what the email is about: Bookings, Reminders, Review, Users, Visitors, Services, Attendance, Events and Others. Selecting a row loads it into the preview and the edit panel; one is already selected when the page opens.

A dot beside a name means that one has already been changed — hover it and it says so. Not every message Offision sends is listed here; if you cannot find one, its wording is fixed.

The arrow on a category header leaves this screen entirely. It opens the page that decides who gets that kind of email and when — Reminders opens the email reminder settings, Visitors opens visitor management. This screen only decides what the message says.

3. Change the subject

The middle column shows the subject as its heading, so you can read the line you are editing without sending anything.

Title preset offers the alternative wordings that ship with Offision — the same message said a shorter or a warmer way. Pick one and you are done.

To write your own instead, choose Customization at the foot of that list. A Custom title field appears, holding the wording that is currently in use so you have something to edit rather than an empty box.

The field shows one language at a time. The arrow at its right — Show all languages — opens the rest, one box per language your company has enabled.

4. Change the body text

Messages lists the lines of the email you are allowed to rewrite, as Message 1, Message 2 and so on, with the current wording printed under each label so you can tell which line is which. How many there are depends on the email — some have one, some have several, some have none.

Each works the same way as the title: Message preset for a ready-made alternative, or Customization for a Custom message you write yourself. Word it however you like — there is nothing you have to keep, and no length limit.

Behind Show all languages, leaving one empty is a real choice rather than an oversight: that language is then left out of the email rather than falling back to the original wording. Fill in every language you actually send in.

5. Add something of your own at the end

Appended HTML is free text added under the message, and its note is exact: Only basic HTML is supported. Use simple formatting such as bold, italic, links and line breaks. Advanced styles or scripts may not render in email clients.

It is per email type, which makes it the right place for something that belongs to one message — a booking policy link on booking confirmations, say. Anything that belongs on every email is the footer instead, on Email setting.

6. Watch the preview, then save

The preview redraws a moment after you stop typing, so you can read the whole email as you go. Discard throws away what you have changed since you last saved; Save commits it. Both appear only once something has changed.

7. Check it worked

Trigger the real thing — book a room, invite a visitor — and read what arrives.

What this screen does not control

• How the email looks — the logo, the background colour and the footer are on Email setting, and they reach every email at once.
• Who it comes from — see Send email from your own address.
• Who receives it, and when — that is the arrow on the category header, on the feature’s own settings page.
• Booking and meeting invitations, where Microsoft 365 or Google Workspace is connected. Those services send their own calendar invitations and your wording is not used. The screen warns you on the templates this affects.