Sending Email Templates Manually

This article explains how to manually send email templates that are not configured for automatic delivery. Additionally, even for templates with auto-send enabled, there may be occasions where a resend is necessary — for example, if the original email was missed, failed to deliver, or needs to be reissued with updated information. This guide outlines the steps for locating, reviewing, and manually sending these templates to ensure clear and timely communication with customers.

Sending Emails Overview

Sending an email manually will follow a consistent workflow across all categories. When the email window opens, you’ll see a blank message ready for completion. To populate the message, use the Wording field to select the appropriate template from the dropdown list. Once selected, the system will automatically insert the predefined content into the body of the email. This can be edited if required.

Some templates will include a Location dropdown, select the relevant site.

The available templates can be selected from the dropdown menu within the Wording field

The Subject field will already be populated based on the selected template.

When a template includes default attachments, they’ll be visible at the bottom of the email when opened. These documents are automatically included based on the template configuration.

Additional documents that have been preloaded to the system will be visible in the dropdown list under the Documents field. From here, you can select and attach any relevant files to include with the email before sending.

At this stage, any place holders shown in curly brackets (e.g. {booking_pets} or {booking_checkin}. ) will not yet display their actual content. These place holders are part of the template structure and will only resolve to live data once the email has been sent.

Tip: The blank emails allow you to send a unique, customized message without using a predefined template. This is ideal for personal communication when needed. Simply follow the same editing principles and select any relevant Place Holders to include dynamic information.

Once the email is ready press the button bottom right.

Booking Templates

To send a Booking-related email template to a customer, open the original booking and select the email icon located in the top-right corner. This allows you to choose and send the appropriate template directly from the booking record following the steps outlined in the Sending Emails Overview section.

Booking Group Templates

To send a Booking Group-related email template to a customer, open the group overview and select the email icon located in the top-right corner. This allows you to choose and send the appropriate template directly from the group record following the steps outlined in the Sending Emails Overview section.

On the customer’s profile, select the Booking Group tab. From there, choose the specific group you wish to send the email for.

Booking Group overview with email icon.

If you need to send an email for a single booking within a group, this can be done by viewing the individual booking directly. Then follow the steps for: Booking Templates

Order Templates

To send a Order-related email template to a customer, open the Order and select the email icon located in the top-right corner. This allows you to choose and send the appropriate template directly from the Order following the steps outlined in the Sending Emails Overview section.

On the customer’s profile, select the Sales Orders tab. From there, choose the Order you wish to send the email for.

Order overview with email icon.

Orders can also be located by navigating to the Retails tab > Find Sales Orders

Purchase Order Templates

To send a Purchase Order email to a Supplier, open the Purchase Order and select the email icon located in the top-right corner. This allows you to choose and send the appropriate template directly from the Purchase Order following the steps outlined in the Sending Emails Overview section.

Purchase Orders can be located by navigating to Retail > Purchase Orders > Find Purchase order.

Purchase Orders can also be located on the Suppliers profile.

You can also send an email once a new Purchase Order has been raised.

Purchase Order overview and email icon.

When initiating the email, it will default to the Purchase Order template, as this is the only available option. You can still edit the email text if needed. Although no attachments will appear visibly, the Purchase Order document will be automatically included when the email is sent.

Purchase Order Document (pdf)

Pet Templates

Vaccinations

To send a pet Vaccination reminder to a customer, open the pets profile and go to the vaccination tab.

Next to the vaccination entries there will be one of two options,

if there is no file uploaded then will appear on the button directly.
if the vaccination has an associated file uploaded, you will find the Send Reminder button in the dropdown next to the vaccination.

Both options will open the Vaccination email template by default. To send the email, follow the steps outlined in the Sending Emails Overview section.

Pet Birthdays

Pet Birthday templates don’t have a manual send option. If it’s not set to go out automatically, you can still send birthday wishes using a blank email—for example, from to the customer’s profile or use a booking postcard if the pet is in that day.

Customer Templates

To send a Customer related email, open the Customers Profile and select the email icon located in the top-right corner. From there, select the appropriate template, following the steps outlined in the Sending Emails Overview section.

Invoice Templates

To send an Invoice or Quote-related email, locate the corresponding Invoice/Quote record. This can be done through a couple of pathways, such as the customer’s profile, booking details, or directly within the Invoice/Quote document. Use the email function to select and send the appropriate template, following the procedure detailed in the Sending Emails Overview section.

On the Customers profile - view the Invoices / Quotes tab.

To the right of the Invoice/Quote details - select the drop down menu arrow next to the button.

This will open the email function, allowing you to select a template and send the email.

Emailing from a booking follows the same process. The associated Invoice or Quote is accessible via the booking’s Invoice / Quote tab.

Emailing Directly form the Invoice/Quote.

When viewing the Invoice/Quote, the email button is located top right.

The dropdown arrow adjacent to the Email button provides access to the relevant template options.

Using the Email button directly will automatically send the default template—Invoice if viewing an invoice, or Quote if viewing a quote. This method does not allow you to preview or edit the email before it is sent.

Package Templates

Package templates don’t have a manual send option. If they are not configured to send automatically, you can still communicate with the customer by using a blank email—for example, from their profile or an active booking.

Booking Postcard template

To send a Booking Postcard email, access the booking record and proceed to the Postcard tab. Select the Send Postcard button to launch the corresponding email templates. Depending on how your templates are set up, select the one that best matches the booking and message. The system will then automatically populate the email body with the corresponding template text. If no template is selected—or if none are available for the context—you can still compose and send a personalised message.

The Postcard email feature supports multiple photo attachments, allowing users to upload images from a local device or select from existing files already uploaded to the Gallery on the booking or Pets profile..

To read about attaching photos and saving as a draft, view - HERE

For More Information

On setting up automated emails view - Automated & Custom Email Templates

On sending personalized emails - Sending Personalised Emails & Postcards Manually (Not Templates)

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