> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/space-settings/email-notifications.md).

# Email Notifications

## Overview

Email notifications help you communicate professionally with your customers when important business events happen in your space. Easy Space provides customizable email templates that are sent automatically when customers sign up, make payments, purchase memberships, and more.

**Key Benefits:**

* Professional, branded emails that represent your business
* Automatic delivery when business events occur
* Fully customizable content and design with rich text editor
* Mobile-responsive templates that work on all devices
* Professional defaults that work immediately without setup

**Important:** These emails are sent to your customers, not to you. You control which events trigger emails - customers have no control over this.

***

## Accessing Email Notification Settings

1. **Navigate to Settings:** Go to Space Settings > Email Notifications
2. **View Available Templates:** See all customer email events organized by category
3. **Enable/Disable:** Use toggle switches to control which events send emails
4. **Customize Templates:** Click "Customize Template" to personalize content

***

## Available Email Templates

Easy Space provides professional email templates for these core business events:

### Membership Events

* **Membership Purchased:** Confirmation when customers buy memberships
* **Membership Activated:** Welcome email when memberships become active

### Payment Events

* **Payment Pending:** Instructions when payments require customer action
* **Payment Failed:** Sent when an automatic recurring renewal charge fails (e.g., expired card, insufficient funds). The email prompts the member to update their payment method so they can complete the pending renewal.

**Default State:** All email notifications are disabled by default. You must enable each event type you want to use.

***

## How the Template System Works

Easy Space uses a "hardcoded defaults with custom overrides" architecture:

### Professional Defaults

* **Instant availability:** Professional templates work immediately without any setup
* **Your branding:** Space logo and name are automatically included
* **Mobile-responsive:** All templates work perfectly on phones and computers
* **Email-safe design:** Tested across all major email clients

### Custom Overrides

* **Optional customization:** Change templates only if you want to
* **Gradual changes:** Customize one template at a time
* **Fallback safety:** Always works even if customization fails
* **Reset anytime:** Return to professional defaults instantly

***

## Enabling Email Templates

### Using Toggle Switches

1. **Find the Event:** Locate the event type you want to enable
2. **Toggle On:** Click the switch to enable email sending for that event
3. **Automatic Save:** Changes are saved immediately
4. **Test First:** Consider sending a test email before enabling

### Recommended Starting Templates

For new spaces, we recommend enabling these templates first:

1. **Payment Pending:** Critical for helping customers complete payments
2. **Customer Created:** Welcome new customers professionally
3. **Membership Activated:** Celebrate when memberships become active

***

## Customizing Email Templates

Each template can be fully customized to match your brand and communication style:

### Template Editor Features

* **Rich Text Editing:** Format text with bold, italics, headings, and lists
* **Variable Insertion:** Add dynamic content like customer names and payment details
* **Image Upload:** Include your logo and other brand images
* **Link Management:** Add links to your website and member portal
* **Live Preview:** See exactly how emails will look on desktop and mobile

### Professional Layout System

* **Automatic logo:** Your space logo is included automatically in all emails
* **Consistent header/footer:** Professional design across all communications
* **Mobile-responsive:** Perfect display on all devices
* **Email-safe styling:** Works in all email clients

***

## Using Template Variables

Template variables automatically insert customer-specific information into your emails. The system supports multiple variable types:

### Basic Variables

* **##############################{{customerName}}:** Customer's full name
* **##############################{{spaceName}}:** Your coworking space name
* **##############################{{amount}}:** Payment amount
* **##############################{{currency}}:** Currency (USD, EUR, etc.)
* **##############################{{membershipName}}:** Name of membership plan
* **##############################{{itemName}}:** Name of purchased item

### Composite Variables

* **##############################{{paymentMethod}}:** Automatically combines payment method with description when available
* Example: "Bank Transfer (Direct bank transfer - may take 1-3 business days)"

### Conditional Section Variables

* **##############################{{paymentInstructionsSection}}:** Shows styled payment instructions only when instructions exist
* **##############################{{detailedInstructionsSection}}:** Shows additional details section only when details exist
* These create clean emails by hiding empty sections automatically

### Fallback Syntax

* **##############################{{customerName || "Valued Customer"}}:** Shows fallback text when variable is empty
* **##############################{{membershipName || "your membership"}}:** Graceful fallbacks for optional data

***

## Testing Your Templates

Before enabling customer emails, test them to ensure they look professional:

### Using Live Preview

* **Desktop View:** See how templates look on computers
* **Mobile View:** Check appearance on phones and tablets
* **Real Data:** Preview shows actual data from your space
* **Variable Check:** Ensure all variables display correctly

### Sending Test Emails

1. **Open Template Editor:** Go to the template you want to test
2. **Click Send Test:** Use the "Send Test" button in the editor
3. **Check Your Email:** Test email is sent to your account email address
4. **Review Results:** Check formatting, links, and variable rendering

***

## Getting Started Guide

### Initial Setup (5 minutes)

1. **Go to Email Notifications:** Space Settings > Email Notifications
2. **Enable Payment Pending:** Turn on this critical template first
3. **Send Test Email:** Click "Customize Template" then "Send Test"
4. **Check Your Email:** Review how it looks and make adjustments if needed

### Expanding Your Setup

1. **Enable Welcome Email:** Turn on "Customer Created" template
2. **Customize Content:** Add your space's personality to the messages
3. **Add Membership Emails:** Enable "Membership Activated" for celebrations
4. **Monitor Performance:** Watch for customer questions or feedback

***

## Troubleshooting

### Customers Not Receiving Emails

* **Check Template Status:** Ensure the email template is enabled
* **Verify Email Addresses:** Confirm customer email addresses are correct
* **Check Spam Folders:** Ask customers to check spam/junk folders
* **Test Templates:** Send test emails to confirm they work

### Template Customization Problems

* **Use Live Preview:** Check formatting before saving
* **Variable Spelling:** Ensure all variables are spelled correctly with proper brackets
* **Mobile Testing:** Test templates on both desktop and mobile views
* **Reset to Default:** Use "Reset to Default" if customization fails

***

## Important Notes

* **Space Manager Control:** Only you decide which events send emails - customers have no control
* **Professional Branding:** All emails automatically include your space logo and styling
* **Disabled by Default:** You must enable each email type you want to use
* **Instant Delivery:** Emails are sent immediately when business events occur
* **Fallback Architecture:** System always works with professional defaults
* **Data Security:** All email content and preferences are stored securely