Create email templates 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 under Email templates.

Automated emails go out through your sending domain. Under Settings 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? Then stipt sends from the default platform address, so you can start building and sending templates right away.

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 icons, a product table and a footer section for things like a logo or legal text. The product 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.

You also control the overall style of the email: background color, card color, text and link color, font, corner rounding and maximum width. 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 triggers and manual sending.

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 editor's side panel or the picker in the toolbar.

Available groups: contact (first name, tussenvoegsel, last name, full name, email, phone), status (current and previous status), workspace (company name, assigned agent), appointment (date, time, arrival window, team member, location and a self-scheduling link), 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.

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 Google Workspace or Microsoft 365 mailbox. Each channel has its own signature that appears under every outgoing reply. You edit it via the signature button next to the channel in Settings. Basic formatting is available, plus personal variables such as first name, full name, phone number and job title, filled in automatically per employee.

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?

Open the template and go to Triggers, then Add trigger. A trigger is an event after which stipt sends the email automatically. First pick the kind of event: status (record created, status changed, status unchanged for some time), quote (sent, viewed, accepted, rejected, expired, revised, shortly before the expiry date or a number of days after a status), appointment (booked, rescheduled, completed, no-show, cancelled, or a moment before or after the appointment), form (submitted, accepted, rejected) or a new conversation or internal ticket.

Then narrow it down by page, status, quote template, appointment type or form. Pick the recipient: the record's contact person or a fixed email address. Time-based triggers get a number of days and a time of day. If another rule already sends an email on the same event, stipt warns you, so a customer does not get the same kind of email twice.

Under the hood every trigger is a regular rule. You will also find it in Studio under Rules, where you can add filters or extra actions. Reminders you set up on an appointment type or quote template show up in the trigger list with an Auto label; you edit those in that place, not here.

What does the After delivery follow-up do?

At the bottom of the trigger form of record-based triggers sits the After delivery block. It ties a status change to the delivery of the email: pick a page and a status, and once the email sent by this trigger is actually 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 you leave the block set to No status change, nothing changes after delivery.

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 Send email in the toolbar. 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.

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. 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 Log group, Emails 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.

Frequently asked questions