System emails are the ones Owneli sends by itself: booking confirmations, reminders, receipts and more. Each has a set design with a few lines you can reword, so you change the voice without risking the facts.
Before you start
- Who can do it: anyone who can manage email templates. The Account & security emails, such as sign-in and password messages, can only be edited by an owner, because a changed password email could be used for phishing.
Find the automatic emails
Go to Clients → Emails and select the System tab. They're grouped by what sends them: Appointments, Sales, Lifecycle, Operations, Marketing and Account & security. Each shows Customised or Default, and you can filter by either.
Change an email's wording
Open it
Select the email. The text you can change is on one side and a live preview on the other, for desktop or mobile.
Reword the text
Change the Subject and each line of copy. Required lines can't be left empty.
Insert details
Select Insert to add details that fill themselves in, such as the client's name or the appointment time.
Save
Select Save changes. The next email of that kind uses your wording, and it's marked Customised.
| You control | Owneli controls |
|---|---|
| The words in each editable line, and where details such as the client's name go | The layout, your logo and colours, the booking or sale details, the links and buttons, and when it's sent |
That split is on purpose: your voice, without a reminder that forgets to say when the appointment is.
Go back to the original
Select Reset to default and confirm. Your changes are discarded and the built-in wording is used again. This can't be undone.
Check it worked
The email shows Customised in the list. Used by on the email's page shows what sends it.
If something goes wrong
Can I stop a system email being sent?
The email's template doesn't decide that. Whether it sends depends on the feature that sends it, often an automation. See Automations and Set up appointment reminders.
I changed the wording but an email went out with the old text
Changes apply from the moment you save. Emails already sent keep what they said.
I can't edit a security email
Only an owner can. Everyone else can preview it.