Email templates: emails that send themselves

What is an email template in stipt?

stipt is a customer platform for businesses: customer records, inbox, quotes and scheduling in one system. An email template is an email you design once and reuse over and over. Think of an appointment confirmation, a reminder or a follow‑up after project completion. You manage templates in Studio, in the What dot writes group, under Email templates. Studio comes with every seat; you work in it as an admin or with the Studio right.

Automated emails go out through your sending domain. Under Settings > Sender domain you verify your own domain by adding a few DNS records; after that, emails leave from an address at @yourcompany.com, with a sender name you pick yourself. No domain verified yet? You can build templates as usual, but sending only starts once your sender domain is verified: stipt never sends from a platform address.

How does the block editor work?

You build the email from blocks that you stack and rearrange: text, heading, image, button, divider, spacer, columns, social media, product data and a footer for things like a logo or legal text. The Product data block fills itself at send time with a table of the products on the record that have product data; if there is none, the block stays invisible.

On the Settings tab you control the whole email: the sender (which verified address this template always leaves from), the style (background, card color, text and link color, font, corner rounding and width), fixed attachments and the availability: on which record types and sources you can pick the template yourself. At the top you fill in the subject line; variables work there too.

When you are done, use Send test to send the email with sample data to yourself and see how it lands in a real inbox. Save the template and it is ready for use in rules and manual sending. Once one template looks right, dot can prepare new templates in the same style from the chat; you confirm them on a card.

Which variables can I fill in from the record?

Variables are placeholders that stipt fills in at send time with data from the customer's record. You insert them via the Variables tab or the picker in the toolbar, wherever your cursor is.

Available groups: contact (first name, name prefix, last name, full name, email, phone), status (current and previous status), workspace (company name, assigned team member), the record's lead origin, appointment (date, time, arrival window, team member, location, the booking link and what we are coming for), form (name and link), quote (number, total and link) and record data such as name, code, type and a link to the record. That last group is meant for internal emails, not for customers. Customer variables always use the record's primary contact.

This way you write one email that feels personal to every customer. The what we are coming for variable, for example, names solar panels and home battery for a shared appointment, so you do not need a separate confirmation per product.

How do signatures per channel work?

stipt has two kinds of outgoing email, each with its own sign‑off.

Replies from the inbox go through a connected email channel, such as your Microsoft 365 mailbox or a mailbox over IMAP/SMTP. For each channel an admin sets an optional intro text and a signature with Mail setup under Settings > Email; they appear above and below every outgoing reply. Basic formatting is available, with links and a logo, plus variables such as the first name, full name, phone number and job title of the team member who sends it. There is no separate signature per team member, but this way everyone's own details still appear under their replies.

Template emails go through your sending domain and do not get a channel signature. You control the sender and the sign‑off in the template itself, for example with a footer block.

How does a template send itself via a trigger?

In the template list, click the lightning icon next to a template. You then see the rules that already send this email, each as a short sentence with a switch in front. Add trigger opens the rule builder in Studio > Rules, with this email already filled in as the action.

There you choose what it is about (record, appointment, quote or form) and when: for example a status change, a quote that was sent, viewed or accepted, an appointment that was scheduled, rescheduled or cancelled, a number of days before an appointment, or a submitted form. Optionally limit it to certain kinds of record, appointment types or quote templates, and pick the recipient: the record's customer or a fixed email address. Time‑based triggers get a number of days and a time of day. If another rule already emails at the same moment, the builder names it, so a customer does not get the same kind of email twice.

Every trigger is therefore a regular rule and also shows up in Studio under Rules. Emails per appointment status, per quote status and reminders are set up this way too. Older reminders still set up from an appointment type or quote template appear in the list with an Auto label and are read‑only.

What does the After delivery follow‑up do?

In the rule builder, a rule that emails about a record, appointment, quote or form has an After delivery section. It ties a status change to the delivery of the email: pick one or more pages and a status, and once the sent email actually comes back as delivered, stipt moves the record to that status.

If delivery fails, for example because of a bounce, nothing happens and the record stays in its current status. That makes it suitable for steps that should only continue once the customer has demonstrably received the email, such as a status Confirmation sent.

If the email belongs to a shared invite or appointment, with several records of the same customer, all records in that bundle move along, as long as they share the same status flow.

How do I send a template manually from a record?

Sometimes you want to send a template at a moment of your own choosing. Open the record and click the envelope in the toolbar, Send email. Pick a template from the list and then the recipient: a contact person on the record (primary or extra) or an email address you type in yourself. Templates with appointment, quote or form variables are not in this list; you send those from that appointment, quote or form.

You immediately see a preview of the email with the variables filled in with this record's data. You can adjust the subject, and by clicking a text or heading in the preview you edit it for this one send only. You can add attachments, including a file that is already on the record. The template itself stays unchanged. Click Send and the email goes out right away.

How do I check whether emails were sent and arrived?

In Studio, in the Logs group, Email activity shows every sent email with its delivery status: Sent, Delivered, Opened, Clicked, Bounced, Complained or Failed. Each email links to its record, and the record's own timeline also shows sent emails with their delivery status.

If you want to know why a trigger did or did not fire, check Rule runs in Studio: it shows the outcome per event, such as Executed, No match, Rate limited or Failed.

If an email hard‑bounces or a recipient marks it as spam, stipt puts the address on a block list and stops sending to it. That keeps your sending reputation intact.