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Customizing Email Templates

EquipDash sends automated emails to your customers and staff at key moments -- booking confirmations, payment receipts, reminders, and more. You can customize the content of these emails to match your brand voice and include the information your customers care about.

Accessing Email Templates​

  1. Click Settings in the sidebar.
  2. Select Email templates from the settings menu.
  3. You will see the Email Templates page with two areas:
    • Email branding colors -- set your brand's primary and secondary colors used in all emails. Click Update colors to save changes.
    • Templates list -- split into Customer and Staff tabs on the left, with the template editor on the right.

The Email Templates settings page with branding colors and template list

Editing a Template​

  1. Click on the template you want to edit (e.g., Booking Confirmation).
  2. You will see the template editor with the following fields:
    • Subject Line -- the email subject your recipients will see in their inbox. An AI Generate button is available to help write a subject line.
    • Intro Text -- the opening message shown before the main content block (booking details, payment details, etc.).
    • Outro Text -- the closing message shown after the main content block.
  3. Edit the text as needed. You can use merge tags (variables) to insert dynamic data like the customer's name or booking reference. See Available Email Variables for the full list.
  4. Click Update.

Available Templates​

Customer Emails​

TemplateWhen it is sent
Booking ConfirmationWhen a customer completes a booking
Booking CancelledWhen a booking is canceled
Booking UpdatedWhen booking details are changed
Booking ReminderBefore a scheduled booking
Payment ReceiptWhen a payment is processed
Form ResponseWhen a customer submits a form
Survey RequestAfter a booking to request feedback
Overdue Pickup ReminderWhen a rental is overdue for pickup
Overdue Return ReminderWhen a rental is overdue for return
No Show ReminderWhen an experience booking is overdue for check-in
Voucher Purchase ConfirmationWhen a customer buys a voucher
Gift CardSent to the gift card recipient
Waitlist AvailabilityWhen an item becomes available for waitlisted customers

Staff Emails​

TemplateWhen it is sent
New ShiftWhen new shifts are assigned
Shift UpdatedWhen shift details change
Shift ReminderBefore a scheduled shift

Resetting to Default​

If you want to undo your changes and return a template to its original content:

  1. Open the template you want to reset.
  2. Click Reset to Default.
  3. Confirm the action.

The template will revert to EquipDash's default content.

Things to Keep in Mind​

  • All emails automatically include your business logo, business name, and contact details from your Business Details settings.
  • The main content block (booking details, payment amounts, etc.) is generated automatically and cannot be removed. You control the text around it.
  • Some templates (like Waiver Request, Welcome Email, and Staff Invitation) are system-controlled and do not appear in the template editor.
  • Changes to templates take effect immediately for all new emails. Previously sent emails are not affected.
  • By default, emails are sent from noreply@equipdash.com. On the Growth plan or higher, you can send from your own domain -- see Custom Sending Domain.