To create and edit email templates in HIP Office, follow the steps below.

1. Sign in to HIP Office

2. Click on the Data Management icon


3. Click on Email Templates

4. Select a Service type by clicking in the select service type field. (Beginning with default is recommended.)

5. Select an Email Trigger by clicking in the select email type field. Each trigger and each event will need a default email template.
**TIP** Start with Inspection Booked and work down the list.

6. Select an Email Event, or create an email event. To select, click in the email event field and then select an event if available. 

If none are available or you would like to create a new one, click on Add New Event.

And then enter an Event Name and click Save.

7. Set the Email Event Time to indicate when you would like the email to be sent. The options are ImmediatelyBefore, or After the trigger. To review what triggers are, click here.

If selecting Before or After, indicate the amount of time before or after the event that the email should be sent in the boxes to the right (Day, Hour, Minute).

8. Then, decide who this email event should be sent to and then select or enter the variable for the email address (or enter a specific email if it will not change from order to order, for example, an accountant or assistant.)

To enter an email variable or a new email address, type it in the ToCC, or BCC field, then click on Add New Email.

9. Enter a Subject for the email

10. Click inside the Email Editor to begin creating or editing your email. 

To include variables from the variable list, click inside the the text editor and then click on a variable to select it. It will automatically be entered in the email editor where the curser is located. 

11. Click Save when you are finished.


Additional Resources:

View Example Email Templates

View Email Variables

For more information about email templates and automatic emails, click here: https://homeinspectorpro.kayako.com/article/114-about-automatic-emails-and-email-templates


Tips:

  • You can copy and paste the default templates from the example email templates linked above and modify them as you wish
  • Utilize variables to include order-specific information, like the order number, inspection address, client names, etc. so that the order is easy to identify from the email. 
  • When using the variables, "Dear $Client1FirstName" will convert to "Dear Abigail" when sent to the client (in this case, Abigail.) If you anticipate having multiple clients in the future, use brackets to make that second variable optional for the email. It will include the second client's name if a second client is present -  "Dear $Client1FullName {{and $Client2FullName}}"