Email templates have a standard hardcoded format, parts of which can be modified to reflect your unique branding, ensuring your emails are consistent with your brand identity while providing all necessary information.
Content created using email templates is then appended to the predefined sections.
You can choose to enable only some email types, and specify whether to enable them for your entire supplier account or only for certain products.
You can customise the following types of emails:
Email Type | Description | Where can I enable the email? |
Order Confirmation Email | sent to the customer when a booking is made in their name | |
Order Cancellation Email | sent to the customer when the booking is cancelled | |
Order Update Email | sent to the customer when their booking is redeemed, a payment has been added to a balance due booking, a cancellation of one or more bookings included in the order or the entire order | |
Booking Reminder Email | sent to the customer 1 day before the travel date | |
Booking Feedback Email | sent to the customer a certain amount of time after the travel date; you can set this in the 'Feedback Email Delay' field on the Supplier Settings form | |
Reseller Application Email | sent to a reseller when they register on your sales portal | |
Reseller Welcome Email | sent to a reseller when their agent account is activated | |
Order Recovery Email | sent to the customer when they start a booking on the web checkout but abandon it before completing it | |
Waiver Reminder Email | sent to the customer as a reminder to sign a waiver attached to the booking |
|
Create Email Template
In the Ventrata dashboard, go to Products > Email Templates.
Enter the name of the template.
📗 TIP
This can contain the purpose of the email (booking, cancellation) and the product for which the email is intended.
Attach any supplementary documents relevant to the email type.
📗 TIP
This can be used to attach departure schedules, which will be automatically included in the email. Please note that it is not possible to remove uploaded attachments. If you uploaded an attachment by mistake or the wrong one, we recommend creating a new template, copying the contents without attaching documents or attaching the correct one.
📒 NOTE
PDF vouchers are appended to confirmation emails by the system.
Click in the 'HTML Body' field.
📒 NOTE
The 'Text body' field is designated for your SMS template. This functionality has been outsourced to Twilio.
Press the large pen icon in the top left corner of the screen.
Click in the body field area. A tool pane appears onscreen. Use the pane (options described below) to format your text, or add tables or images to your email.
When you are happy with your content, press the green checkmark in the top left corner of the screen to save your changes.
Press the Create Email Template button.
📗 TIP
If you support multiple languages, make sure to enter the appropriate language variations.
Tool Pane Options
Button | Function |
 Move | hover over the three dots, then click and move the pane around your screen |
 Bold | highlight text and select to format text in bold |
 Italic | highlight text and select to format text in italic |
 Link | highlight text and select to insert link to text selection |
 Justify Content | align text to the left, centre or right |
 Heading H1 | highlight text and select to make text a H1 heading |
 Heading H2 | highlight text and select to make text a H2 heading |
 Paragraph | highlight text and select to make text a paragraph |
 Bulleted List | select to make text a bulleted list |
 Numbered List | select to make text a numbered list |
 Table | select to create a table |
 Right Indent | bulleted lists: turn bullet point into a lower level bullet point; numbered lists: start numbering from 1., indented to the right |
 Left Indent | bulleted lists: turn bullet point into higher level or remove bulleted list; numbered lists: return to the numbering of the first level or remove numbered list |
 Line Break | add a line break |
 Image | add an image, see how you can adjust image size |
 Video | currently not supported |
 Preformatted Text | present snippets of code as written in HTML source code |
 Undo Step | undo the previous step |
 Redo Step | redo one step ahead |
 Delete | delete text or element |
Adjust Image Size
When you add an image, it initially appears as a thin black line. However, upon saving, it may appear significantly larger than expected. This behaviour is normal and does not accurately reflect how the image will display in the email. To confirm the image size, we recommend sending a couple of test emails.
If the image size needs adjustment, hover over the image element and move the mouse pointer to the far-right corner. Then, drag the element to the right to enlarge the image or to the left to reduce its size. Pay attention to the size indicator to ensure your image dimensions are correct.
📗 TIP
The area highlighted in red is edited using Email Templates. Learn more about adjusting the colour scheme and logo (coloured band at the top) using Brands.