Email templates

Every email Tracovy sends - a delivery date confirmation, a failed delivery notice, a weekly list of orders on hold - comes from a template on this screen. You can change the wording, switch an email off, and preview exactly what the recipient will see.

Where to find it: Settings > Templates > Email Who can use it: anyone who can view templates can open this screen; you need permission to manage templates to edit, test or restore them.

When you use this

• Put your own wording on the emails your recipients receive.
• Switch off an email you do not want to send (for example “Order / Created”).
• Change the shared layout: your logo, colours and footer.
• Check how an email looks before your customers see it.

The template list

Templates are grouped by who receives them: the layout first, then emails to your customers, your internal staff, suppliers, and the order recipient (the person receiving the delivery).

Column	What it means
Template	The template’s name and its code. The code is how Tracovy finds the template when something happens, so it never changes for built-in templates.
Subject	The email subject line. Words in {{double braces}} are filled in when the email is sent.
Description	When the email is sent and to whom.
Audience	Who receives it: Layout, Customer, Internal, Supplier or Order.
Status	Enabled emails are sent when their event happens. Disabled emails are not sent at all.

Editing a template

Field	What it means	Required	Why it matters
Name	The name you see in the list.	Yes, up to 255 characters	Only for you; recipients never see it.
Code	The template’s identifier, such as order.confirm_accepted.	Yes	Tracovy sends a template by its code. You choose it when you create a template and it cannot be changed afterwards. Only built-in codes are ever sent; a template with a code you made up is saved but nothing sends it.
Subject	The subject line of the email.	Yes, up to 255 characters	It is the first thing the recipient reads. Placeholders such as {{customer}} work here too.
From name (optional)	The sender name shown in the recipient’s inbox.	No	Leave it empty to use your company name. The email address itself is always Tracovy’s verified sender; replies go to your company email.
HTML body	The content of the email, in HTML.	Yes	For a normal email this is only the middle part: it is placed inside the layout (logo, colours, footer).
Plain-text fallback	A text-only version for email apps that do not show HTML.	No	Leave it empty and Tracovy builds one from the HTML body.
Variables	Clickable chips for every placeholder this template can use.	-	Clicking a chip inserts it where your cursor is. Only these placeholders can be used; anything else is rejected when you save, so a typo never reaches a customer.
Enabled	Whether the email is sent.	-	Switch it off to stop the email without losing your wording.
Attach the PDF	Shown only on emails that can carry a document (proof of delivery, invoice).	-	Turn it off to send the email without the PDF.

Note

Placeholders are filled in when the email is sent. Values are made safe automatically - a recipient name can never break the layout or add links to your email.

The layout (BODY / _BODY)

The template with code base is not an email on its own. It is the frame every email is placed in: the header with your email logo, your colours and the footer with your company details. The individual email appears where the layout says {{content}}.

Caution

The layout must keep {{ content }}. Tracovy will not let you save it without it, because every email would arrive empty.

Your logo comes from Settings > System > Email notifications. If you have not uploaded one, your company name is shown instead.

Buttons and actions

Action	What it does
Preview	Shown beside the editor and updated as you type, using sample values (a made-up recipient, order and date). It is exactly what the recipient sees, inside your layout.
Send test	Sends the current wording, with sample values, to the address you enter - or to yourself if you leave it empty. The subject starts with [TEST]. Use it to check the email in a real inbox.
Restore default	Puts the subject and body back to Tracovy’s original wording. Your edits are lost; whether the template is enabled stays as it is.
Save changes	Saves your edits. Unknown placeholders are reported under the field.
Delete	Only for templates you created yourself. Built-in templates cannot be deleted - disable them instead.

Tips and common mistakes

• Turning an email off is safer than deleting text from it: you can switch it back on later.
• After changing the layout, use Send test and open the email on your phone too.
• An email that says “Hello ,” means the recipient had no name on the order - keep wording that still reads well when a value is empty.

Related

• SMS templates
• System settings - email logo and internal recipients
• Notifications: which email is sent when