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Email Templates

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Email Templates

Access:Super Admin

Email templates control the content of automated emails sent by SanctuaryOS in response to specific events. Templates are grouped by module (Steward for giving, Serve for volunteers) and can be individually toggled on or off.

Getting Here

Navigation: Settings → Communication → Email Templates

Overview

The page displays all available trigger types in a table, grouped by module. Use the filter tabs (All, Steward, Serve) to narrow the list. Each row shows the trigger type, current subject line, active status, last updated date, and action buttons.

Steward Triggers

  • First-Time Giver — Sent when a donor makes their very first gift
  • Lapsed Donor — Sent when a donor has not given in 90+ days
  • Pledge 50% Fulfilled — Sent when a pledge reaches 50% fulfillment
  • Pledge 100% Fulfilled — Sent when a pledge is fully fulfilled
  • Recurring Advance Notice — Sent 3 days before a recurring gift runs
  • Recurring Gift Failed — Sent when a recurring gift misses its date by 3+ days
  • Large Gift Thank You — Sent when a gift is 2x+ the donor's average
  • Annual Statement Ready — Sent when the year-end CRA contribution statement is ready

Serve Triggers

  • Volunteer Confirmation — Sent to request confirmation for an assigned service slot
  • Volunteer Reminder — Follow-up for volunteers who have not responded
  • Volunteer Re-confirmation — Check-in sent 24–48 hours before service to confirmed volunteers

Template Fields

FieldTypeDescription
Subject*TextThe email subject line. Supports merge fields (e.g., "Thank you, {{firstName}}!").
HTML Body*Textarea (HTML)The rich HTML content of the email. Supports merge fields and basic HTML formatting.
Plain Text Body*TextareaFallback plain-text version for email clients that do not render HTML.
ActiveToggleWhen disabled, the template will not be sent even when the trigger event occurs.

Merge Fields

Merge fields are placeholders that are replaced with real data when the email is sent. Available fields depend on the trigger group:

Steward Merge Fields

{{firstName}}, {{lastName}}, {{email}},{{amount}}, {{fundName}}, {{churchName}}

Annual statements additionally support: {{year}},{{taxDeductibleAmount}}, {{receiptNumber}}

Serve Merge Fields

{{firstName}}, {{lastName}},{{serviceTitle}}, {{serviceDate}},{{serviceTime}}, {{teamName}},{{roleLabel}}, {{churchName}}

Actions

Configure a Template

  1. Find an unconfigured trigger (shows “Not configured” in the Subject column)
  2. Click Configure
  3. A template is created with sensible defaults and the editor opens
  4. Customize the subject, HTML body, and plain text body
  5. Click Save Changes

Edit a Template

  1. Click Edit on a configured template row
  2. The inline editor appears below the table
  3. Modify the subject, body, or active status
  4. Click Save Changes

Test Send

  1. Click Test Send on a configured template
  2. A test email is sent to the currently logged-in user's email address
  3. A toast notification confirms the recipient

Toggle Active Status

  1. Click the Active/Inactive badge on any configured template
  2. The status toggles immediately
  3. Inactive templates are not sent when their trigger event occurs

Related Pages

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NextLookup Tables