Mail Templates

Menu Path: Tools > Mail > Templates

Transactional emails have high open rates. Customizing these templates to match your brand's voice and colors is a critical part of the customer experience.

Editing a Template

1. Click on a specific template in the list.
2. Subject Line: Make it clear and use variables where necessary (e.g. {{order.id}}).
3. Visual Editor: Use the rich text editor or HTML mode to format the body. You can insert your logo at the top and links to your social media at the bottom.

🗺️ Template Categories and Mapping Logic

Templates are dynamically filtered at the frontend and backend levels based on the features of your active Workspace configuration. This ensures that unnecessary templates are not listed in a tenant where e-commerce features or member management are not active.

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🟢 CATEGORY 1: User & Security (Core Auth & User) Templates

Visibility Condition: relationTypes.includes('USER') (Visible if the User Module is active)

Template Code (mailType)	Template Name	Recommended Variables	Description
WELCOME	Welcome Email	fullname, email, loginUrl	Welcome email sent to newly registered users.
RESET_PASSWORD	Password Reset	fullname, email, reset_password_link	Information sent after a password reset action.
VALIDATE_EMAIL	Email Validation Link	fullname, email, validationLink, validation_link	Activation link sent to verify the email address.
FORGOT_PASSWORD	Forgot Password	fullname, email, link, reset_password_link	Recovery link sent to a user who forgot their password.
PASSWORD_CHANGED	Password Changed	fullname, email, link, reset_password_link	Security alert sent when a user's password is updated.
OTP	One-Time Password (OTP)	fullname, email, otp, expiresIn	One-time verification code sent during login or critical operations.
VERIFICATION	Verification Code	fullname, email, verifyLink	Link sent for general verification processes.
USER_PANEL_ACCESS	User Panel Access	fullname, email, panelUrl, role, password	Panel access credentials sent when a new user is defined.
ACCOUNT_ACTIVATION	Account Activation	fullname, email, activationLink, expiresIn	Link to activate a suspended or newly created account.
AGREEMENT_SIGNATURE_REQUEST	Agreement Signature Request	fullname, email, agreementLink	Notification for a digital agreement the user must sign.
AGREEMENT_TERMINATION	Agreement Termination	fullname, email, reason, terminationDate	Notification that a signed agreement has been terminated.
POLICY_UPDATE	Policy Update	fullname, email, policyTitle, updateLink	User agreement or privacy policy updates.
POLICY_VIOLATION	Policy Violation	fullname, email, violationType, consequence	Notification that the user has violated rules or policies.
ACCOUNT_SUSPENSION	Account Suspension	fullname, email, reason, endDate	Notice of temporary account suspension for rule violations.
EMAIL_VERIFICATION	Email Verification	fullname, email, verificationCode, verificationLink	Address verification code during new registration or email change.
EMAIL_VERIFIED	Email Verified	fullname, email	Confirmation that the email address was successfully verified.
ACCOUNT_CREATED	Account Created	fullname, email, loginUrl	Notification of automated or admin-created account opening.
LOGIN_ALERT_NEW_DEVICE	New Device Login	fullname, email, deviceName, location, dateTime	Security alert sent when logging into the account from a new device.
LOGIN_ALERT_NEW_LOCATION	New Location Login	fullname, email, location, dateTime	Alert sent when access is granted from a different or new location.
SUSPICIOUS_LOGIN	Suspicious Login Attempt	fullname, email, location, dateTime, actionRequired	Warning aimed at protecting the account during unusual login attempts.
ACCOUNT_LOCKED	Account Locked	fullname, email, reason, unlockLink	Notice of account lockdown after multiple failed login attempts.
PASSWORD_RESET_REQUEST	Password Reset Request	fullname, email, resetLink, expiresIn	Confirmation link initiating the user's password reset process.
PASSWORD_RESET_CONFIRMATION	Password Reset Confirmation	fullname, email	Final confirmation that the password was successfully changed.
PASSWORD_RESET_LINK_EXPIRED	Reset Link Expired	fullname, email, newResetLink	Warning to create a new request for an expired password reset link.
TWO_FA_CODE	2FA Verification Code	fullname, email, code	Login code for an account with Two-Factor Authentication (2FA) enabled.
TWO_FA_ENABLED	2FA Enabled	fullname, email	Notification that Two-Factor Authentication has been successfully activated.
TWO_FA_DISABLED	2FA Disabled	fullname, email	Critical security alert that Two-Factor Authentication has been turned off.
BACKUP_CODES_ISSUED	Backup Codes Generated	fullname, email, backupCodes	Delivery of emergency backup recovery codes for 2FA.
PROFILE_UPDATE	Profile Updated	fullname, email, updatedFields	Alert that user profile details (name, surname, etc.) have changed.
EMAIL_CHANGE_VERIFICATION	Email Change Verification	fullname, oldEmail, newEmail, verificationLink	Verification sent to a user wishing to change their email address.
EMAIL_CHANGE_ALERT	Email Change Alert	fullname, oldEmail, newEmail	Security alert sent to the old address when the email is changed.
PHONE_NUMBER_UPDATED	Phone Number Updated	fullname, email, newPhoneNumber	Notification regarding a phone number change.
PAYMENT_INFO_UPDATED	Payment Info Updated	fullname, email, updatedAt	Warning about the update of registered cards or billing payment methods.
KYC_REQUIRED	KYC Verification Required	fullname, email, verificationLink, deadline	Request to complete the identity/document verification (KYC) process.
KYC_APPROVED	KYC Approved	fullname, email	Confirmation that the user identity verification process was successful.
KYC_REJECTED	KYC Rejected	fullname, email, reason, retryLink	Identity verification rejection due to insufficient/incorrect documents and the reason.
BANK_DETAILS_VERIFICATION	Bank Details Verification	fullname, email, verificationLink	Notification of the verification stage for entered bank/IBAN details.
BANK_DETAILS_VERIFIED	Bank Details Verified	fullname, email	Notification that bank and IBAN details have been approved.
ACCOUNT_REACTIVATED	Account Reactivated	fullname, email	Confirmation of reopening a closed or frozen account.
MULTIPLE_FAILED_LOGIN	Multiple Failed Login Warning	fullname, email, count, dateTime	Protective alert sent after consecutive incorrect password attempts.
ACCOUNT_DELETION_REQUEST	Account Deletion Request	fullname, email, cancellationLink, retentionDate	Member's account deletion request and the grace period for cancellation/recovery.
ACCOUNT_DELETED	Account Deleted	fullname, email	Notification that the account deletion process has been permanently completed.
ACCOUNT_INACTIVITY_REMINDER	Inactivity Reminder	fullname, email, lastLoginDate, consequence	Activity reminder for accounts that have been unused for a long time.
ACCOUNT_SCHEDULED_DEACTIVATION	Scheduled Account Deactivation	fullname, email, deactivationDate, reactivationLink	Scheduled account closure date and recovery link.
TERMS_OF_SERVICE_UPDATE	Terms of Service Update	fullname, email, updateSummary, fullAgreementLink	Notification of legal updates in the terms of use.
PRIVACY_POLICY_UPDATE	Privacy Policy Update	fullname, email, updateSummary, fullPolicyLink	Delivery of updates in privacy and GDPR policies.
INVITATION_TO_JOIN	Invitation to Join Team	fullname, email, inviterName, itemName, role, invitationLink	Invitation letter to join an organization, brand, or team.
NEW_MEMBER	New Team Member	fullname, email, role, inviteUrl	Notification sent to other admins when a new member joins the team.
APPROVAL_CONFIRMATION	Approval Confirmation	fullname, email, approvedItem, approvalDate	Notification that a user or member application/registration is approved.
APPROVAL_REJECTION	Approval Rejection	fullname, email, rejectedItem, reason	Rejection of a member or registration application along with its justification.
MISSING_DOCUMENTS	Missing Documents Alert	fullname, email, missingDocsList, uploadLink	Request to upload missing documents for registration or KYC processes.

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🛒 CATEGORY 2: Commerce (E-Commerce & Product) Templates

Visibility Condition: template === 'ECOMMERCE' || template === 'MARKETPLACE' || catalogTypes.includes('PRODUCT')

Template Code (mailType)	Template Name	Recommended Variables	Description
NEW_ORDER	New Order Notification	orderId, orderNo, fullname, orderedBy, orderDate, orderViewLink, total, orderDetails	New order alert sent to system administrators when an order is received.
ORDER_STATUS_CHANGED	Order Status Changed	orderNo, fullname, newStatus, oldStatus, orderViewLink	Information sent to the buyer as order preparation stages change.
ORDER_CONFIRMATION	Order Confirmation	orderId, orderNo, fullname, orderedBy, orderDate, orderViewLink, total	Invoice and confirmation summary sent to the customer when the order is completed.
ORDER_CANCELLED	Order Cancelled	orderNo, fullname, reason, refundInfo	Cancellation and refund information sent to the customer when an order is cancelled.
ORDER_SHIPPED	Order Shipped	orderNo, fullname, trackingNumber, cargoCompany, trackingLink	Notification containing the tracking link indicating the package was handed to the courier.
ORDER_DELIVERED	Order Delivered	orderNo, fullname, orderViewLink	Confirmation email that the order successfully reached the recipient.
ORDER_CREATED	Order Created	orderId, orderNo, fullname, orderedBy, orderDate, orderViewLink, total, orderDetails	Alert for when an order draft is created or awaiting payment.
ORDER_NOTIFICATION	Order Notification (General)	orderId, orderNo, fullname, orderedBy, orderDate, orderViewLink, total, orderDetails	Other intermediate status updates in order processes.
ORDER_INVOICE	Order Invoice	fullname, orderNo, attachments	Delivery of the e-invoice/e-archive PDF document to the customer.
PAYMENT_RECEIVED	Payment Received	fullname, orderNo, amount, currency, paymentMethod, orderDate, orderViewLink	Information that the order amount was successfully collected.
PAYMENT_FAILED	Payment Failed	fullname, orderNo, errorMessage, retryLink	Failed payment warning due to a card or POS error, along with a retry link.
REFUND_INITIATED	Refund Initiated	fullname, orderNo, refundAmount, currency, estimatedDays	Information that the refund process has begun by the finance department and the estimated time.
NEW_SALE	New Sale Notification	orderNo, fullname, amount, items	Congratulatory notification sent to a Merchant when they sell a new product.
SHIPPING_CONFIRMATION_REQUIRED	Shipping Confirmation Required	orderNo, fullname, deadlineDate	Warning reminding the seller of the deadline to ship the order.
SHIPPING_CONFIRMATION	Shipping Confirmation	orderNo, fullname, trackingNo, cargoCompany	Confirmation that the shipping dispatch has been registered in the system.
BUYER_INQUIRY	Buyer Inquiry / Request	fullname, email, message, itemTitle	Customer question forwarded to the seller regarding a product or order.
INQUIRY_RESPONSE	Inquiry Response	fullname, email, response, itemTitle	Forwarding the seller's response to the customer's question.
PRODUCT_APPROVED	Product Approved	fullname, email, productName, publishedUrl	Notification that a new product uploaded by the seller passed editor approval and is live.
PRODUCT_REVISION_REQUEST	Product Revision Request	fullname, email, productName, revisionNotes, editUrl	The editor requesting corrections from the seller for an incomplete/incorrect product.
PRODUCT_SUBMISSION_GUIDELINES	Product Submission Guidelines	fullname, email, guideLink	Guide instructing new sellers on how to upload their products according to standards.

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🏢 CATEGORY 3: Marketplace & Merchant Templates

Visibility Condition: template === 'MARKETPLACE' || relationTypes.includes('MERCHANT')

Template Code (mailType)	Template Name	Recommended Variables	Description
APPLICATION_RECEIVED	Application Received	fullname, email, applicationId, date	Confirmation that the marketplace seller candidate's application has reached the system.
APPLICATION_UNDER_REVIEW	Application Under Review	fullname, email, applicationId, status	Information that the application is in the pre-evaluation commission stage.
APPLICATION_ADDITIONAL_INFO	Application Additional Info Request	fullname, email, applicationId, missingDocsList, uploadLink	Requests for additional documents like signature circular, tax plate, etc. for approval.
APPLICATION_APPROVED	Application Approved	fullname, email, applicationId, approvalDate	Store opening approval letter and panel credentials for the seller candidate.
APPLICATION_REJECTED	Application Rejected	fullname, email, applicationId, reason	Reasoned rejection for applications that do not meet marketplace standards.
APPLICATION_DEFERRED	Application Deferred	fullname, email, applicationId, reconsiderationDate	Postponement of the application to be re-evaluated at a later period.
APPLICATION_REINVITATION	Application Reinvitation	fullname, email, applicationId, inviteLink	Renewal of rejected or expired store invitations.
ONBOARDING_CALL_INVITATION	Onboarding Call Invitation	fullname, email, meetingLink, meetingDate	Invitation to a meeting organized to provide store training for new sellers.
LOGISTICS_GUIDELINES	Logistics & Shipping Guidelines	fullname, email, logisticsInfo	Usage and packaging standards for marketplace contracted couriers.
OPERATIONAL_GUIDE	Operational Guide	fullname, email, guideLink	Manual for order fulfillment, returns management, and panel training.
COMMISSION_STRUCTURE	Commission Structure & Rates	fullname, email, commissionRate, paymentTerms	Commission rates to be applied by category and payout maturity terms.
CURATOR_ATTRIBUTION	Curator Attribution	fullname, email, saleAmount, commission	Commission notification for sales made via Curators (Influencers).
CURATORIAL_UPDATE	Curatorial Update	fullname, email, updateTitle, content	Campaign and rule changes in the Curator / Affiliate program.
PERFORMANCE_SUMMARY	Performance Summary	fullname, email, period, salesTotal, viewsTotal	Revenue and visit statistics sent weekly/monthly to sellers.
PENALTY_APPLIED	Penalty Applied	fullname, orderId, orderNo, amount, reason, penaltyDate	Penalty charged to the seller due to delayed shipping, faulty products, or cancellations.
PENALTY_CANCELLED	Penalty Cancelled	fullname, orderId, orderNo, amount, reason, cancellationDate	Confirmation of penalty cancellation for a seller whose appeal was justified.
PENALTY_ADJUSTED	Penalty Adjusted	fullname, orderId, orderNo, oldAmount, newAmount, reason, adjustmentDate	Notification that the penalty amount has been revised.
PAYMENT_RELEASE_CONFIRMATION	Payment Release Confirmation	orderNo, fullname, releaseAmount	Bank transfer notification for the payout amount transferred to the seller's account.

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📅 CATEGORY 4: Event Templates

Visibility Condition: catalogTypes.includes('EVENT') (Visible if Event Catalog is active)

Template Code (mailType)	Template Name	Recommended Variables	Description
EVENT_REGISTRATION	Event Registration	fullname, email, eventName, eventDate, eventUrl	Confirmation that the attendee successfully registered for an event/webinar.
EVENT_APPROVED	Event Approved	fullname, email, eventName, approvalDate	Admin approval of an event created by the organizer.
EVENT_PUBLISHED	Event Published	fullname, email, eventName, eventUrl	Announcement to followers that the event is open for ticket sales or reservations.
INVITATION_TO_EVENT	Invitation to Event	fullname, email, eventName, eventLink	Event participation invitation sent to special guests or members.

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📝 CATEGORY 5: Content & General (CMS / Marketing / Form) Templates

Visibility Condition: Always visible.

Template Code (mailType)	Template Name	Recommended Variables	Description
NEWSLETTER	Newsletter Delivery	email, fullname, unsubscribeUrl	Bulk newsletters, campaigns, and blog posts sent to subscriber lists.
NEWSLETTER_SUBSCRIPTION	Newsletter Subscription Confirmation	email, fullname, unsubscribeUrl	Welcome/confirmation alert sent to a new subscriber joining the email list.
CONTACT_FORM	Contact Form Message	fullname, email, message, subject, submittedAt	Forwarding the message sent by a visitor from the contact page to admins.
FORM_SUBMISSION	Custom Form Submission	fullname, email, formName, submittedAt, fields	Copy of applications/data coming from dynamic forms on the site.
COMMENTS	Comment Notification (General)	fullname, commentText, itemTitle	Warning that comments posted on content or products are awaiting approval.
NEW_COMMENT	New Comment Posted	fullname, commentText, itemTitle, itemUrl, authorName	Notification to system admins of a comment written by a customer.
COMMENT_APPROVED	Comment Approved	fullname, commentText, itemTitle, itemUrl	Confirmation that the user's comment has been approved and published.
COMMENT_REJECTED	Comment Rejected	fullname, commentText, itemTitle, reason	Notification that comments not complying with community guidelines were rejected.
COMMENT_REPLY	Comment Reply	fullname, commentText, replyText, itemTitle, itemUrl	Notification sent when an admin or seller replies to the user's comment.
QUESTIONS	Question Form Notification	fullname, email, question, submittedAt	New questions coming from the FAQ or Under-Product question form.
NOTIFICATION	System General Notification	fullname, email, message	Manual or system-triggered free-text notifications.
FEATURED_NOTIFICATION	Featured Content Notification	fullname, email, featuredItem, featuredUrl	Product of the week, featured author, or blog post promotions.
CUSTOM	Custom Free Text	fullname, email	SMS/Mail template type instantly written entirely via the admin panel.

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[!IMPORTANT] Variable Usage Rule: When creating your templates, you must use variables in the {{variable_name}} format (Handlebars standard). If a variable is not found in the database or API call while an email is sent, the system will not throw an error; instead, it will leave the relevant variable placeholder blank and proceed with the broadcast.