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SStandShare

Manage platform email templates

Platform Admin

Platform email templates control the content of system emails sent across StandShare — welcome messages, password resets, event reminders, payment receipts, and more. As a platform administrator, you can create, edit, preview, test, and manage the lifecycle of these templates.

Accessing Email Templates​

  1. Sign in to the Platform Admin panel.
  2. Navigate to Email Templates (or go to /templates).

Browsing Templates​

The templates list shows all templates in a table with these columns:

ColumnDescription
NameHuman-readable template name
KeySystem identifier (e.g. welcome)
StatusDraft, Active, or Archived
CategoryTransactional, Notification, or System
UpdatedDate of last modification

Filtering templates​

Use the dropdown filters above the table:

  • Status — filter by All Statuses, Active, Draft, or Archived
  • Category — filter by All Categories, Transactional, Notification, or System

Click on any template row to open it in the editor.

Creating a New Template​

  1. Click Create Template in the top-right corner.
  2. Fill in the template details:
    • Name — a descriptive name (e.g. "Welcome Email")
    • Template Key — select from the available keys: welcome, password_reset, email_verification, event_reminder, shift_assignment, payment_receipt, account_balance, document_uploaded, scholarship_notification
    • Category — choose Transactional, Notification, or System
    • Subject Line — the email subject recipients will see
    • Body (Markdown) — write the email body using Markdown formatting
  3. Click Save Draft to save without activating, or Save and Activate to save and make it live immediately.

Writing the Email Body​

The body field supports Markdown syntax:

  • # Heading for headings
  • **bold** for bold text
  • *italic* for italic text
  • [link text](url) for hyperlinks
  • VARIABLE_NAME placeholders in double curly braces for dynamic content (e.g., recipient name)

A Markdown reference is provided below the editor for quick guidance.

Editing an Existing Template​

  1. Click on any template in the list to open the editor.
  2. Make your changes to any field.
  3. Click Save Draft to save changes.

Previewing a Template​

For saved templates (not new ones):

  1. Open the template in the editor.
  2. In the right panel, click Generate Preview.
  3. The rendered HTML version of the template appears below the button.

This shows how the email will look to recipients.

Sending a Test Email​

  1. Open a saved template in the editor.
  2. In the right panel under "Send Test Email," enter an email address.
  3. Click Send.
  4. A success message confirms the test was sent. Check the inbox of the test address.
tip

Always send a test email before activating a template. This lets you verify formatting, links, and variable placeholders.

Template Lifecycle​

Templates move through these statuses:

StatusMeaning
DraftWork in progress, not used by the system
ActiveLive — the system uses this template to send emails
ArchivedRetired — no longer in use but preserved for reference

Activating a draft​

Click Save and Activate on a draft template. It becomes the active template for its key.

Archiving an active template​

Open an active template and click Archive Template. Confirm the action. The template is moved to Archived status and will no longer be used for sending.

Deleting a draft​

Open a draft template and click Delete Draft. Confirm the action. This permanently removes the template.

note

Only draft templates can be deleted. Active and archived templates must first be archived (if active) and cannot be permanently deleted.

Next Steps​