Email Templates

The SpaCLub WordPress Theme includes a powerful Email Template Management system that allows you to customize all emails sent to customers, admins, and staff members. You can edit subjects, content, headers, footers, and dynamic placeholders without writing any code.

1. Access Email Templates

  1. Log in to your WordPress Admin Dashboard.
  2. Navigate to SpaClub > Appointment.
  3. Click on the Email Templates menu.
  4. You will see a list of all available email templates.

Each template represents a specific system event such as new appointments, payments, cancellations, or staff updates.

2. Available Email Templates

The following email templates are available by default:

  • Add Feedback
  • Appointment Cancelled
  • Appointment Completed
  • Appointment Reschedule
  • General Settings
  • Generate Giftcard
  • Invoice Generate
  • Invoice Paid
  • New Appointment
  • New User
  • Received Full Payment
  • Received Repeat Payment
  • Remove Service Staff
  • Repeat Payment Reminder
  • Update Feedback
  • Update Service Staff
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Click the Manage button next to any template to customize it.

3. General Email Settings

The General Settings template controls global email elements used across all emails.

  • From Name – Sender name shown in outgoing emails.
  • From Email ID – Sender email address.
  • Tagline – Short description shown in email headers.
  • Mail Header – Header content or logo displayed at the top of emails.
  • Mail Footer – Footer content such as contact info or support text.
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You can use the built-in editor to add text, images, links, or formatting.

4. Editing an Email Template

When you open any email template (for example New Appointment), you will see separate sections for different recipients.

  • Subject (Customer) – Email subject sent to customers.
  • Body (Customer) – Email content sent to customers.
  • Subject (Admin) – Email subject sent to admins.
  • Body (Admin) – Email content sent to admins.
  • Subject (Staff Member) – Email subject sent to service staff.
  • Body (Staff Member) – Email content sent to service staff.
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Each section can be customized independently using the visual editor.

5. Dynamic Email Variables

SpaClub supports dynamic placeholders that automatically replace values when emails are sent.

Common available variables:

                            %SITETITLE%
                            %APPOINTMENT_ID%
                            %SERVICES%
                            %APPOINTMENT_STATUS%
                            %CUSTOMER_NAME%
                            %CUSTOMER_EMAIL%
                            %CUSTOMER_PHONE%
                            %APPOINTMENT_AMOUNT%
                            %PAYMENT_METHOD%
                            %PAYMENT_STATUS%
                            %SERVICELOCATION%
                            %ADDRESS%

These variables ensure emails always contain accurate and up-to-date information.

6. Saving Changes

  • After editing any email template, click Save Changes.
  • Use the Back button to return to the email template list.

Tip: Keep subject lines short and clear for better email deliverability.