Please note that if you are using Embodia for scheduling consults, the email templates customization does not include customizing the emails sent as part of a consult. To customize those emails, please refer to this help article.
By default, emails sent to patients use the default Embodia templates. However, you have the option to customize the templates to suit your needs. You can customize the email templates for a personal account (Individual membership) or for a clinic account (Clinic membership).
Individual membership
To get to the Email templates page, click on your avatar (initials or photo in the top right corner) and then on My email templates.
Clinic membership
To get to the Email templates page, log in as the clinic manager. Click on My clinic > Communication > Email templates.
On the email templates page, you will see a list of all the email templates that can be customized:
On that page, you can also:
- See if you've previously customized an email template; Templates using the Embodia default will show a status of Default template (box #1 in the image above), and customized templates will show a status of Customized template (box #2 in the image above);
- Preview a template using a test patient's information by clicking on the preview icon (arrow #3 in the image above);
- Edit a template by clicking on the edit icon (arrow #4 in the image above) - more info below;
- If a template was previously customized, you can revert back to the Embodia default template by clicking on the trash icon (arrow #5 in the image above).
Before starting to edit templates, please make sure to set your email communications settings and set your brand styling as outlined in the contact information and branding guide.
Editing a template
To edit an email template, click on the edit icon (arrow #4 in the image above) to go to the template editing page:
The template editing page will include:
- A box listing all the variables available for use in this template (box #1 in the image above). We will go into variables in more detail below;
- A field to change the subject line of the email template (field #2 in the image above);
- Field to change the first (field #3 in the image above) and last (field #4 in the image above) part of the email template. The middle part of the email template is reserved for information that Embodia automatically adds. This part cannot be changed (examples of this include the credentials of the patient and links to access their account).
Once you modify the template, click on Preview to preview the changes. If all looks good, click on Publish to make your template available for use.
What are variables and how to use them?
Variables allow you to include placeholders in generic templates. These placeholders will then be dynamically substituted with the appropriate information when sending an email based on the template.
For example, say you are customizing the "Welcome email" template. The "Welcome email" is usually sent when a practitioner adds a patient and sends them a HEP program. For this example, we will assume the following:
- Your practitioner account has the following personal information:
- First name: Elie
- Last name: Afif
- The patient you added has the following personal information
- First name: Jane
- Last name: Doe
If you change the subject line of the email template to "Welcome to Embodia {{patient.first_name}}", when the actual welcome email is sent to Jane Doe, the {{patient.first_name}} variable in the subject line will be substituted with the patient's first name. So the email that the patient will receive will have a subject line of "Welcome to Embodia Jane"
If the first part of the email includes the following:
Hello {{patient.first_name}},
{{practitioner.name}}, your practitioner, is requesting you connect with them and start taking advantage of the benefits that Embodia provides for your rehabilitation.
When the actual welcome email will be sent to Jane Doe:
- {{patient.first_name}} will be substituted with the patient's first name (Jane)
- {{practitioner.name}} will be substituted with the practitioner's full name (Elie Afif)
So the email that the patient will receive will have the following as the first part of the email:
Hello Jane,
Elie Afif, your practitioner, is requesting you connect with them and start taking advantage of the benefits that Embodia provides for your rehabilitation.
Important: When adding variables to email templates, it is important to make sure no typos or extra spaces are introduced, otherwise, the content will not be properly substituted. You can check if the variables are being substituted correctly when previewing the change before publishing your changes.
What email template can I customize?
The following email templates are currently customizable on Embodia:
- Welcome email: The initial email that the patient receives when you add them to Embodia. It usually includes their temporary credentials and links to download the Embodia app and links to the Embodia web portal;
- Welcome email reminder: After sending the welcome email, if the patient did not sign in to their account after 2 days, we send them a reminder email with the same information included in the initial email;
- New program prescribed: After the patient has signed in for the first time, this email will be sent when you prescribe a new HEP;
- New education shared: After the patient has signed in for the first time, this email will be sent when you share a new education with the patient;
- New questionnaires shared: After the patient has signed in for the first time, this email will be sent when you share questionnaires with the patient;
- Email for a patient invoice: (only available for tier 3 memberships) this email is sent when you send a patient invoice to a patient to pay from their portal;
- Receipt for a patient invoice: only available for tier 3 memberships) this email is sent when the patient pays a pending patient invoice;
- Invoice for a package: (only available for tier 3 memberships) this email is sent when you send a package invoice to a patient to pay from their portal;
- Receipt for a package: (only available for tier 3 memberships) this email is sent when the patient pays a pending package invoice;
- Invoice for gift certificate: (only available for tier 3 memberships) this email is sent when you send a gift certificate invoice to a patient to pay from their portal;
- Receipt for gift certificate: (only available for tier 3 memberships) this email is sent when the patient pays a pending gift certificate invoice;
- Redemption notice of gift certificate: (only available for tier 3 memberships) this email is sent to the original purchaser of the gift certificate when their certificate is redeemed.
- Payment information request: (only available for tier 3 memberships) this email is sent when you send a payment information request to the patient.