Emails

Sidebar → Your website → Emails (the wording) Sidebar → Setup → Email sending (where they send from)

Every message your workspace sends, in your own words.

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What gets sent

Sixteen messages, all editable, all switchable.

Getting started	When it goes
Welcome	Straight after someone creates an account
Confirm your email address	At signup, to check the address is real
Password reset	When somebody asks to reset their password
Sign in from a new device	When an account is used somewhere we have not seen before

Plans	When it goes
Plan started	A plan is taken out or changed
Renewal reminder	A few days before a card is charged again
Plan renewed	Once a renewal has gone through and credits are back
Plan expiring soon	Before a plan with an end date runs out — vouchers and manual plans
Plan expired	Once the plan has ended
Plan cancelled	To confirm a cancellation, and say when access ends

Money	When it goes
Payment receipt	After a successful payment
Payment failed	When a payment is declined
Refund issued	When money goes back
Voucher redeemed	After a code is redeemed

Credits	When it goes
Credits running low	A balance drops below a quarter of the plan allowance
Out of credits	A balance reaches zero

Renewal reminders and expiry notices both skip anyone who has already cancelled and is simply running out their term. Telling somebody their card is about to be charged after they have cancelled is worse than saying nothing.

You are also emailed yourself when a new customer signs up, and when one of your AI provider keys starts failing.

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Editing one

Your website → Emails, then click the message.

Field	What it is
Subject	The subject line
Heading	The large line at the top of the message
Body	The message itself
Button label	The text on the action button, where there is one
Footer note	A small line at the bottom

Leave any field untouched and the shipped default is used. There is nothing to set up before you start, and nothing breaks if you never edit a single one.

Formatting

The body has a toolbar, like a word processor. Select some words and click:

Button	What it does
Heading	Turns a line into a heading, for a longer message
B / I / U	Bold, italic, underline
Lists	Bullets or numbers
Quote	Sets a passage apart
Link	Turns selected words into a link
Clear	Strips the formatting off a selection

What you see in the box is what lands in the inbox. There is no code to learn and nothing to preview to be sure — though there is a preview below the form anyway.

Pasting from Word or Google Docs works, and the fonts, colours and sizes are deliberately left behind. Only the structure comes across — headings stay headings, lists stay lists — so a pasted paragraph looks like the rest of your email rather than like a different document. That is usually what you want; if it is not, retype the line and format it with the toolbar.

Keep it simple. A plain email with one clear button outperforms a decorated one almost every time, and simple markup is what survives every mail app your customers might be using.

Placeholders

Drop values into any field with double braces:

Placeholder	Becomes
{{ name }}	The recipient's name
{{ email }}	Their email address
{{ business }}	Your business name

Individual messages offer more — a plan name, an amount, a credit balance. The ones available are listed on the message you are editing, and you can insert them with a click.

Links you cannot edit

Password reset links, email confirmation links and anything else signed is not part of the editable text, and cannot be.

Those links carry a signature that proves they came from us and expire on schedule. Letting them be typed by hand would mean a single typo silently breaking every password reset. Write around the button; the button always works.

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Sending yourself a test

Send test on any message sends it to you, as it will look, with example values filled in.

Test messages send immediately rather than joining the queue. That is deliberate: if your SMTP settings are wrong, you find out on the screen in front of you rather than in a log you never read.

Test a draft before you save it. It is the fastest way to catch a placeholder you spelled wrong.

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Switching a message off

Every message has a switch, and turning one off means it is never sent.

Two worth thinking about:

Confirm your email address. Off means no confirmation link is sent at all, and customers can use their account straight away. Faster signups, some invalid addresses. Your call.

New sign-in from an unrecognised device. Reassuring to some audiences, noise to others. Off by preference.

Password resets cannot be switched off. Without them, a customer who forgets their password has no way back into their account.

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Where your email comes from

Setup → Email sending.

The default: our sending, your name

Nothing to set up. Your messages go out from a reserved address on the platform's sending domain, with your business name as the sender name.

The address is not yours and cannot be — sending as a domain we cannot authenticate is what gets mail marked as spam. The name is yours, which is what your customer actually reads.

Your own SMTP

Prefer your own address? Enter your SMTP details:

• Host and port
• Encryption
• Username and password
• From name and from address

Then Send test to prove it works before you rely on it.

Use a real transactional provider — Postmark, SES, Mailgun, Resend. A Gmail account will hit its sending limit and stop, usually on your busiest day.

Whatever address you send from, publish SPF and DKIM records for that domain. Without them your mail lands in spam, however good your provider is. Your provider will tell you exactly which records to add.

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Writing better emails

Say the thing in the subject. "Your plan renews on 14 March" beats "Important account information."

Put the action first. People skim. The button should make sense before they read the paragraph above it.

Keep the ones nobody wants short. A renewal reminder is a courtesy, not a newsletter.

Sound like you. The defaults are deliberately plain so they are not wrong for anybody. That also makes them not right for anybody. Ten minutes rewriting your welcome email is the highest-value ten minutes in this section.

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Next: Custom domain