---
title: "Email Templates"
description: "Manage email templates for order confirmations, shipping notifications, and more"
category: "admin"
tags: ["email", "templates", "notification", "communication"]
createdAt: "2026-04-01"
updatedAt: "2026-04-01"
canonical: "https://help.softwear-prints.com/en/articles/admin/email-templates"
---

# Email Templates

Email templates determine which automatic emails your customers receive – from order confirmations and shipping notifications to welcome messages. In this article, you will learn how to manage and customize these templates to suit your needs.

::admin-link{path="/email" label="Open Email Templates"}
::

## Overview

The Email Templates page shows all available templates in a list:

- **Name** - Name of the template (e.g., "Order Confirmation")
- **Event** - Which event triggers the email
- **Subject** - The subject line of the email
- **Status** - Active or inactive
- **Layout** - Which design layout is used

## Available Email Events

Email templates can be configured for the following events:

### Orders

| Event | Description | Typical Time |
|---|---|---|
| **Order Confirmation** | Confirmation after successful order | Immediately after order completion |
| **Order in Progress** | Info that the order is being processed | After status change |
| **Shipping Confirmation** | Notification with tracking information | After shipping |
| **Order Completed** | Confirmation of successful delivery | After completion |
| **Order Cancelled** | Information about cancellation | After cancellation |

### Customers

| Event | Description | Typical Time |
|---|---|---|
| **Welcome** | Greeting new customers | After registration |
| **Email Confirmation** | Verification link for the email address | After registration |
| **Password Reset** | Link to reset password | After request |
| **Invitation** | Invitation to register in the shop | After invitation by admin |

### Invoices

| Event | Description | Typical Time |
|---|---|---|
| **Invoice Created** | New invoice with PDF attachment | After invoice creation |
| **Payment Reminder** | Reminder for outstanding payment | After due date |

## Edit Template

Click on a template to edit it:

::admin-link{path="/email" label="Edit Templates"}
::

### Subject Line

The subject line is the first thing the recipient sees. Formulate it clearly and concisely:

- **Good:** "Your order #12345 has been shipped"
- **Bad:** "Update on your order"

You can use placeholders that are automatically filled with the correct data (e.g., order number, customer name).

### Email Content

The main content of the email is edited as HTML. You can:

- Format **text** (bold, italic, headings)
- Insert **links** (e.g., to the order overview in the shop)
- Use **placeholders** for dynamic content
- Embed **images** (e.g., your logo)

### Choose Layout

Choose a design layout for the email:

- Layouts determine the basic appearance (header, footer, color scheme)
- All emails should use the same layout for a consistent appearance
- The layout typically includes your logo and company colors

### Reply-To Address

Specify which email address replies will be sent to:

- By default, the shop's contact email is used
- You can specify a different address (e.g., support@yourcompany.com)
- Make sure the address is checked regularly

## Activate or Deactivate Template

- **Active Templates** - The email is sent automatically when the event occurs
- **Inactive Templates** - The email is not sent, even if the event occurs

> **Note:** Only deactivate important templates like the order confirmation if you are sure that customers will receive this information through other means.

## Best Practices

### Professional Appearance

- Use your **company logo** in the email header
- Use your **corporate colors** in the layout
- Write in a **friendly, professional tone**
- Always include **contact information**

### Legal Requirements

- Always include an **imprint** (this is usually already integrated into most layouts)
- Add an **unsubscribe link** for marketing emails
- Ensure the **sender address** is correct

### Content Tips

- Keep emails **short and concise**
- Use **clear calls to action** (e.g., "Track Order")
- Test emails by placing a **test order**
- Check the display on different devices (desktop and mobile)

## Frequently Asked Questions

**Can I create my own email events?**
No, the available events are predefined. However, you can freely design the content of each template.

**Are emails sent in the customer's language?**