Change the wording of an Offision email

1. Find and preview an email template

Go to System config › Email Template. Search the Templates list or browse by category, then select a template row to view its live preview alongside the list.

Click Edit to open that template’s settings in the left rail while keeping the preview visible on the right. Use the back arrow to return to the template list. On narrower screens, switch between Templates (or Edit) and Preview.

Account-related emails—such as welcome, invitation, password reset, email verification, and sign-in verification code messages—are labeled System template. Their wording is fixed: you can preview them, but you cannot edit them, and any older custom wording is ignored. For details, see The limits Offision applies.

2. Edit the subject, messages, and appended HTML

For standard editable templates, configure the subject and body lines in the left rail:

• Title — select a Title preset, or choose Customization to enter a Custom title.
• Messages — select a preset or enter a Custom message for each editable paragraph.
• Language — use the language tabs above the preview to switch the language you are editing. Enter text for every email language your company sends.

Expand Appended HTML to add custom content at the bottom of this specific email template. Stick to basic HTML formatting, as email clients often strip scripts and advanced CSS. To set a global footer that appears on every email, see Email setting.

To restore the default wording on a standard field, select the first preset in the dropdown. Clicking Discard only reverts unsaved edits made since your last save.

3. Customize check-in and no-show reminders

Select Check-in reminder or No-show reminder, click Edit, and turn on Write your own. These two templates provide a multilingual Subject and a rich-text Body editor:

• Dynamic fields — use the Fields picker to insert the organizer name, organizer email, booking subject, resources, date and time, auto-release minutes, or booking links so real booking values are substituted when sent. Remove any unsupported fields before saving (the cancel link is only supported in the check-in reminder).
• Summary and action buttons — toggle Booking summary and Booking details button on or off. The check-in reminder also includes a Cancel booking button toggle.
• Sign-off — choose the default sign-off, custom wording, or no sign-off.
• Sample booking — switch between room and desk sample data in the preview.
• Reset to default — restores the default reminder wording and layout (click Save afterward to apply).

This page only controls the email wording and layout. To enable or schedule these reminders, see Reminders. Check-in windows and automatic no-show release timers are configured on each resource’s booking policy.

4. Preview, save, and verify

The preview updates automatically as you edit. Use the preview toolbar to switch between languages and Desktop or Phone layouts. The preview uses sample booking data and does not send an actual email.

Click Save to apply your changes, or click Discard to revert unsaved edits. Afterward, trigger a real notification and check both Email history and the recipient’s inbox.

Click the arrow next to a template category to jump to that feature’s notification delivery settings. Note that Microsoft 365 and Google Workspace send their own calendar invitations; expand the notice on the page to see which templates are bypassed when calendar sync is active.