# Email templates

> Create and edit the emails Cevoid sends your customers, add variables, preview each language, and send yourself a test.

Breadcrumb: Emails › Email templates · Updated: 2026-10-17
Docs index: https://docs.cevoid.com/llms.txt

Email templates hold the copy of the emails Cevoid sends your customers, such as review requests, UGC upload requests, and loyalty program emails. Flows decide when each email goes out, and its template decides what it says.

Navigate to [Settings → Emails (new) → Email templates](https://app.cevoid.com/settings/email-templates) to manage your email templates.

## How email templates work

- **Types:** Every template has a type, such as _Product review request_ or _Reached tier_. The type decides the email's layout, its fields, and which flows can send it. A template's type can't be changed.
- **One of each to start:** Your workspace has one template of each type, created by Cevoid with its default copy and named after its type
- **Flows send them:** A flow's _Action_ step sends a template when its _Delivery target_ is **Email**. The step's _Email template_ field lists only the templates of a type that step can send. _Identity verification code_ is the one template Cevoid sends without a flow.
- **Copy, not design:** A template holds the email's copy and a few layout choices. Every email your workspace sends takes its colors, fonts, and logo from your [BrandKit](https://docs.cevoid.com/brandkit.md#emails).
- **One sender:** Who emails come from and where replies go apply to every template. See [Email settings](https://docs.cevoid.com/emails/email-settings.md).

## The Email templates page

[Settings → Emails (new) → Email templates](https://app.cevoid.com/settings/email-templates) lists your templates in one table per module: _UGC_, _Loyalty_, and _Reviews_.

| Column | What it shows |
| --- | --- |
| _Name_ | The template's name, unique within its type |
| _Template type_ | The type, which decides the email's fields and which flows can send it |
| _Usage_ | How many flows use the template, such as _2 flows_. _Always on_ means Cevoid sends it without a flow, and _Not used_ means no flow selects it |
| _Last edited_ | When the template last changed. Hover over it for the date and time |

A flow counts in _Usage_ while its draft or any version it has published selects the template. Each table lists the templates that most flows use first. Click a column header to sort by it, click a row to open the template in the editor, or click **...** in the row for its other actions.

## Template types

Each type belongs to one module. _Sent by_ names the action in the flow and the trigger it starts on. For what each Reviews email says, and its default copy, see [Review emails](https://docs.cevoid.com/reviews/collect/review-emails.md#fields-and-default-copy).

| Template type | Module | Sent by |
| --- | --- | --- |
| _Post-purchase email_ | UGC | _Content upload request_ on _Order fulfilled_ or _Order delivered_ |
| _Thank you email_ | UGC | _Send notification_ on _Upload completed_ |
| _Reached tier_ | Loyalty | _Send notification_ on _Tier earned_ |
| _Earned/redeemed reward_ | Loyalty | _Send notification_ on _Reward fulfilled_ |
| _Tier evaluation reminder_ | Loyalty | _Send notification_ on _Tier evaluation approaching_ |
| _Points expiration friendly reminder_ | Loyalty | _Send notification_ on _Points expiration approaching_ |
| _Points expiration last reminder_ | Loyalty | _Send notification_ on _Points expiration approaching_ |
| _Product review request_ | Reviews | _Product review request_ on _Order fulfilled_ or _Order delivered_ |
| _Product review reminder_ | Reviews | The reminders of a _Product review request_ step |
| _Company review request_ | Reviews | _Company review request_ on _Order fulfilled_, _Order delivered_, or _Product review submitted_ |
| _Company review reminder_ | Reviews | The reminders of a _Company review request_ step |
| _Product review thank you_ | Reviews | _Review thank you_ on _Product review submitted_ |
| _Company review thank you_ | Reviews | _Review thank you_ on _Company review submitted_ |
| _Public reply notification_ | Reviews | _Public reply notification_ on _Product review replied_ or _Company review replied_ |
| _Private reply notification_ | Reviews | _Private reply notification_ on _Product review replied_ or _Company review replied_ |
| _Identity verification code_ | Reviews | Cevoid, when a reviewer has to confirm their email address. One per workspace |

Review requests, reminders, thank-you emails, and reply notifications go out only while your workspace has a Reviews plan. See [Plans that include Reviews](https://docs.cevoid.com/reviews/setup/order-limit.md#plans-that-include-reviews).

## Create a template

Create another template of a type when a flow needs different copy, such as a review request for one market.

1. Navigate to [Settings → Emails (new) → Email templates](https://app.cevoid.com/settings/email-templates) and click **New template**
2. Select the email's type in _Type_. The type decides the template's fields and can't be changed later.
3. Optional: Enter a name in _Name_. If you leave it empty, Cevoid names the template after its type.
4. Click **Create template**. The template opens in the editor with Cevoid's default copy.

_Identity verification code_ allows only one template per workspace, so you can't create another. To use a new template, select it in the _Email template_ field of a flow's step.

**From a flow:** Select **Create a new template** in a step's _Email template_ field. The same dialog opens with only the types that step can send, and the step selects the new template.

## Edit a template

The editor shows the template's fields on the left and a live preview of the email on the right. Flows that use the template send the saved version from their next email.

1. Navigate to [Settings → Emails (new) → Email templates](https://app.cevoid.com/settings/email-templates)
2. Open the template
3. Change the fields in the sidebar. The preview updates as you type, and outlines the part of the email you're editing.
4. Click **Save changes**

**From a flow:** Click the edit icon next to a step's _Email template_ field. The editor opens over the flow, so your unsaved changes to the flow stay.

### Fields

A template's fields are grouped in sections that depend on its type. Every template starts with _Subject and preview_: _Subject line_, and _Preview text_, the snippet shown after the subject in an unopened email. Each takes up to 150 characters. Most templates go on with _Intro_, holding _Heading_ and _Intro text_, and then the type's own sections, such as _Products_, _Rewards_, or _Outro_.

- **Required fields:** When you empty a field such as _Subject line_ or _Heading_, it shows Cevoid's default copy, and the email uses that copy
- **Optional fields:** An empty optional field, such as _Outro text_, is left out of the email
- **Formatting:** In fields such as _Intro text_, select text and click **Bold**, **Italic**, or **Link**. A link must start with `https://` or `mailto:`, and an address entered without either gets `https://`.
- **Choices:** Some fields turn a part of the email **Off** or **On**, or choose its layout, such as **Side by side** or **Stacked**. A field that applies to one choice only shows while that choice is selected.

The _Community_ section of the UGC emails shows your approved UGC posts in a grid. It only shows once you have at least 9 approved posts.

### Variables

Variables put details into an email when it's sent, such as the customer's name. Click **Variables** in the editor to see the ones the template accepts, then click the copy icon next to one and paste it into a field.

| Group | Variables |
| --- | --- |
| _This email_ | Details of what the email is about, which depend on its type, such as _Review link_ (`{{data.reviewUrl}}`) in review requests or _Expiring points_ (`{{data.points.amount}}`) in points expiration reminders |
| _Recipient_ | _Name_ (`{{profile.name}}`), _Points_, _Lifetime points earned_, _Number of purchases_, and _Tier name_ |
| _Workspace_ | _Workspace name_ (`{{workspace.name}}`) |

- **Checked when you save:** A variable the template doesn't accept is rejected, with a message under the field. Some fields, such as a few button labels, take no variables at all.
- **Empty values:** When the customer has no name, `{{profile.name}}` becomes "there". Other variables with no value are left out.

### Preview

The preview shows the email the way customers get it, filled with example data and, where the email lists products, your own products. It's 600 pixels wide, marked _Desktop_.

Above the email, a card shows what an inbox shows before it's opened: _From_, _Reply to_, _Subject_, and _Preview text_. The edit icons next to _From_ and _Reply to_ open [Email settings](https://docs.cevoid.com/emails/email-settings.md).

For a _Private reply notification_, select **Company reply** or **Team member reply** at the top of the editor to preview a reply from your brand or from you.

## Languages and translations

You write each template in your workspace's primary language. When you save, Cevoid translates the fields you changed into each of your market languages.

- **Missing translations:** A field with no translation uses your own copy
- **Variables stay:** A translation that loses one of the field's variables isn't used
- **Preview a language:** Select a language in the menu at the top of the editor. Languages other than your primary language are marked _(Preview only)_.
- **Change a translation:** Click **More** and select **Edit translations**. The template's translations open in [Settings → Translations](https://app.cevoid.com/settings/translations), where every template is listed under _Emails_ for each language. See [Translations](https://docs.cevoid.com/localization/translations.md).

Each email goes out in the language of the market the customer was last active in, or your primary language when there's none. Review emails have their own exceptions: see [Review emails](https://docs.cevoid.com/reviews/collect/review-emails.md#languages).

## Send a test email

A test sends the saved version of a template to any address, with example data in place of its variables. Unsaved edits aren't included.

1. Navigate to [Settings → Emails (new) → Email templates](https://app.cevoid.com/settings/email-templates) and open the template
2. Optional: Select a language in the menu at the top of the editor to test that language's copy
3. Click **Send test**
4. Enter the address in _Send test to_. It starts with your own address.
5. Click **Send test**. The confirmation names the address the test came from.

The test's subject starts with _[Test]_, followed by the language code when you test another language. Your workspace can send 10 tests an hour. To test from the list instead, click **...** in the template's row and select **Send test**: that test uses your primary language.

A test from `noreply@cevoidemail.com` means your emails don't come from your own domain yet. See [Send from your own domain](https://docs.cevoid.com/emails/email-settings.md#send-from-your-own-domain).

## Manage your templates

Click **...** in a template's row on the list, or **More** in the editor. Hover over an action that's unavailable to see why.

| Action | What it does |
| --- | --- |
| **Edit** | Opens the template in the editor. On the list only |
| **Rename** | Gives the template a new name, unique within its type |
| **Duplicate** | Creates a copy named after the original plus _(copy)_. Not for _Identity verification code_ |
| **Send test** | Sends a test of the saved template. On the list only: the editor has its own **Send test** button |
| **Edit translations** | Opens the template's translations in [Settings → Translations](https://app.cevoid.com/settings/translations) |
| **Reset to default** | Discards every change and returns to Cevoid's default copy. Flows that use the template keep using it. Available once you've changed the template |
| **Delete** | Deletes the template, which can't be undone. Not possible while a flow uses it, or for _Identity verification code_ |

## Customer experience

- **The footer:** Every email ends with your physical address, and with _This email was sent by Cevoid on behalf of_ your brand unless it comes from your own domain. Both are set in [Email settings](https://docs.cevoid.com/emails/email-settings.md).
- **Marketing emails:** Review requests and reminders, and the UGC and Loyalty emails, also have a _Manage email preferences_ link in the footer
- **Transactional emails:** Thank-you, reply, and verification code emails answer something the customer did, and have no preferences link. For how this affects review emails, see [Marketing and transactional emails](https://docs.cevoid.com/reviews/collect/review-emails.md#marketing-and-transactional-emails).

## Related articles

- [Email settings](https://docs.cevoid.com/emails/email-settings.md)
- [Review emails](https://docs.cevoid.com/reviews/collect/review-emails.md)
- [Translations](https://docs.cevoid.com/localization/translations.md)
- [Review requests](https://docs.cevoid.com/reviews/collect/review-requests.md)

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Canonical: https://docs.cevoid.com/emails/email-templates