Email template
This full-screen dialog is where you customise one automated email — its branding, its subject, and the text of each content block — before it goes out. Open it from Configurations > Templates, Messages tab; the dialog title names the message type. When each type is sent, which switch controls it and which placeholders it supports is listed in Message templates. Editing needs the Configuration & settings right set to Manage.
Branding
Three dropdowns at the top choose which branding blocks the email uses: Header, Signature and Footer. Each is picked from the blocks on the Branding tab of the Templates page or set to none. A template your organisation has never saved opens with your organisation's default blocks preselected; a saved template opens with what it stored, including none.
The header, footer and signature are not stored with the email text: go flow adds them each time the email is sent, so an edit to a header, footer or signature reaches every email that uses it without re-saving this template. At send time go flow uses exactly the blocks selected here: a block set to none, or a selected block that has since been deleted, is left out. Your organisation's defaults are never used in its place, so a template that has none selected sends without that block until you choose one and save.
Subject and content
A row of language tabs lets you edit each language's version separately — a tab shows a warning icon when that language is missing required content. For each language you set the Subject (up to 200 characters) and fill in the email's content blocks, shown on the left as a stack of fields. Fill the subject in every language: a language without a subject uses the default language's subject.
The blocks depend on the email type:
- Text fields — plain text; line breaks are kept. Some contain placeholders that must stay in the text: if you delete one, the field shows Missing: with the placeholder, for example
{{clientFirstName}}, and the email cannot be saved. - Details tables — you edit the row labels (such as "Date" or "Time"); the values on the right are placeholders filled by go flow.
- Tables with one row per booking — the rows are built by go flow; you edit the column headings, and in the Confirmation the wording of the group-invite and video rows.
- Buttons and links — you edit the label; the target is fixed and shown next to it, for example
{{profileUrl}}. - Code block — in the Verification code email, the box that shows the code. It has nothing to edit.
Placeholders
Use only the placeholders the blocks already contain and those listed for this type in Placeholders by message type. Each email type is sent with its own set of values, and the Missing warning catches only a required placeholder you deleted — it cannot catch one you typed yourself. A placeholder that does not belong to this email type is left in the message exactly as written. For example, typing {{feedbackUrl}} in the Post-visit follow-up — whose feedback link is {{feedbackFormUrl}} — sends the customer the literal text {{feedbackUrl}} instead of a link, and the preview even shows a sample link for it. If you need a value the list does not offer, it is not available for that email type.
Optional sections
Some blocks sit inside a named section, shown with a small arrow and the section's name. A section is included in the sent email only when its condition applies; otherwise it is left out with everything in it. The names appear in the editor as listed here:
| Section | Included when |
|---|---|
sessions | The order contains bookings. |
presenceNote | The booked resource has Presence (minutes before) above 0 (in-person bookings). Also in the reminders. |
cancellation / noCancellation | Exactly one of the two: cancellation when a booked resource has Allow cancellation on, otherwise noCancellation. Both carry the link to the client's profile. |
groupShare | More than one place was booked. |
walletTopUp, vouchers, products | The order contains wallet credit, vouchers or other products. |
receipt | A receipt is attached: a paid online order or a desk payment. |
payAtDesk | The client chose to pay at the desk. |
cancellationReason | A reason was entered in the cancel dialog (Cancellation). |
hasName | The client has a first name — a client created from an email address alone has none (Place held for you). |
hasPrice | The held session has a price (Place held for you). |
hasFeedback | A feedback form applies to the session and the client has not been asked within the form's Cooldown per client (days) (Post-visit follow-up). |
hasOffer | Both Follow-up offer text and Follow-up offer link are set on the session (Post-visit follow-up). |
clientDetails | Notify resource of bookings is set to Yes, include client details (resource emails). |
hasNoShowFee | Never. go flow does not charge a no-show fee, so this part of the No-show email is always left out. |
bookingUrl | Always — in the Cancellation it only labels the "book again" line. |
Sections that belong to a module you have switched off — for example receipt, payAtDesk and hasPrice without Payments, vouchers without Vouchers — are hidden in the editor. Their text is kept and comes back when the module is switched on again.
Attachments
Next to the subject, Attachments lets you pick custom PDF documents from the Messages tab. Attachments are sent only with the Confirmation for online bookings, desk payments and group or private-session joins — not with other email types, and not with the confirmation for a participant you add in the dashboard. Although the field is shown per language, a document chosen on any language tab goes out with the email in every language — in the recipient's language; where the document has no file in that language, the email goes out without it.
Preview
The preview on the right shows the email in the selected language, with the header, signature and footer selected above, and updates as you type. It is not shown for the Ad-hoc email template. The preview is a layout check, not a test of what a client receives:
- Sample values, not your data. Placeholders are filled from a fixed sample list — "Alex", "Studio A", "Wed, 14 May 2026", amounts in CHF. A real message uses the client's and booking's values in your organisation's date, time and number format.
- Every optional section at once. The preview shows all sections together —
cancellationandnoCancellation,receiptandpayAtDesk. A real message contains only the ones that apply. - The sample list is not the supported list. Some supported placeholders are not in the sample list and stay visible as
{{name}}in the preview, for example{{dateTime}},{{memberName}},{{cancellationReason}},{{feedbackFormUrl}}and{{offerText}}. Some placeholders that a type does not support are filled with sample values anyway, for example{{feedbackUrl}},{{treatmentName}}and{{clientLastName}}. Check placeholders against the table, not against the preview. - Images. Some mail apps ask the recipient before loading images such as your header.
To see what a client really receives, send yourself a test.
The Ad-hoc email template is a special case: since its subject and message are written at send time, this dialog only lets you set its header, signature and footer — there are no language tabs, subject field, content blocks or preview.
Saving
The save button is enabled once you have made a change, at least one language has a subject and no language has a missing placeholder (the Ad-hoc email template needs no subject). Closing the dialog while it has savable changes asks you to confirm discarding them first. Without the Manage right on Configuration & settings the dialog is read-only and the save button is hidden. Email templates cannot be deleted.
A saved change applies to messages created afterwards. Reminders already written for existing bookings keep their text until they are rewritten — see When changes take effect.
When the format was updated
go flow keeps your saved copy of each email. When the standard layout of an email type has changed since you saved it, opening the template adjusts it and shows one of two notices, and Save is enabled:
- "This template was updated to the latest format. Review and save to keep the changes." — the layout has gained blocks since you saved; they are filled with default text. Your text in the other blocks is kept.
- "This template used an outdated model and was replaced by the current default. Review and save to keep the changes." — your saved text has blocks the layout no longer has, or lacks a placeholder the layout now requires. It has been replaced by the default text in every language (empty in a language go flow has no default text for). Your subject, branding and attachments are kept.
Opening alone changes nothing: until you save, go flow keeps sending your previously saved version, with any outdated wording or placeholder in it. Review every language tab, re-apply your own wording — the Emails page shows the text of messages already sent, which you can copy from — save, and send yourself a test.