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Managing Message Templates

Message templates control the content of automated emails and SMS messages sent by Pipeline. Administrators can customise templates to match your organisation’s communication style.

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Accessing Templates

Navigate to Settings > Message Templates.

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Template Types

Screenshot: The Message Templates grid showing the Name column and System column with filled/empty icons indicating system vs custom templates.
The template grid shows:
  • Name — Template name
  • System — Filled icon for built-in system templates, empty icon for custom templates
System templates are provided with Pipeline and serve as starting points. Custom templates can be created and fully edited.

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Template Structure

Each template is composed of parts that are rendered in sequence:
  • Header — Top section of the message
  • Body — Main content
  • Footer — Bottom section
  • Signature — Closing block
Each part can be toggled on/off using the Active and Visible settings.

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Dynamic Placeholders

Templates support placeholders that are replaced with real data when sent:
  • Customer name and contact details
  • Job and invoice references
  • Amounts and dates
  • Links to view documents online
  • Links for online payment

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Editing a Template

Double-click a template in the grid to open the editor:
  1. Use the rich text editor to modify HTML content
  2. Insert placeholders from the variable dropdown
  3. Preview the rendered output
  4. Reorder parts using the sort order field
  5. Save your changes

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Where Templates Are Used

  • Invoice and quote emails
  • Purchase order emails
  • Workflow task actions (automatic emails on task completion)
  • SMS notifications
  • CRM automation rules