Customizing Email Templates

Apotheo sends automatic email notifications to your clients for events like check-in reminders, payment confirmations, and account creation. You can customize the subject line and body of each email to match your brand voice.

Accessing Email Templates

Navigate to Settings > Client Notifications. Templates are organized into categories:

• Onboarding — account creation, signup reminders
• Check-in — check-in reminders and notifications
• Account Management — password resets, account disabled/restored
• Billing — payment reminders, subscription notifications
• Reminders — skipped check-ins, overdue updates
• Other — miscellaneous notifications

Click on any template to edit it.

Editing a Template

Each template has two customizable fields:

Subject Line

The email subject your clients see in their inbox. You can include placeholder variables that get replaced with real values when the email is sent.

Email Body

The main content of the email. The rich text editor supports formatting including bold, italic, links, images, lists, and headings. Use placeholder variables to personalize the content.

Placeholder Variables

Placeholders are dynamic values enclosed in double curly braces that get replaced when the email is sent. Common placeholders include:

• {{ first_name }} — the client's first name
• {{ last_name }} — the client's last name
• {{ portal_name }} — your business name
• {{ coach_first_name }} — the assigned coach's first name
• {{ coach_signature }} — the coach's email signature
• {{ loginurl }} — a link to your portal's login page

The available placeholders vary by email type — the editor shows which ones are valid for each template.

Email Setup

Navigate to Settings > Email Setup to configure the postal address that appears in your email footers. This is required by anti-spam regulations (CAN-SPAM) and helps your emails avoid spam filters.

Tips

• Keep it personal — use {{ first_name }} to address clients by name
• Stay on brand — adjust the tone and wording to match how you communicate with clients
• Test changes — send yourself a test email after editing to check formatting
• Use your signature — include {{ coach_signature }} to add the email signature you configured in your account settings

Updated on: 20/03/2026