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Email Templates

Customize the automated emails FineGym sends to your members.

System Email Templates​

Location: Settings → Email Templates

FineGym sends automated emails for various events:

TemplateWhen Sent
Welcome EmailNew member added to system
InvoicePayment due
ReceiptPayment received
Booking ConfirmationClass/appointment booked
Booking ReminderUpcoming class/appointment
Cancellation ConfirmationBooking cancelled
Password ResetReset request
Document RequestDocument assigned for signature

Editing Templates​

  1. Select template to edit
  2. Modify:
    • Subject line
    • Email body (HTML editor)
    • Merge fields
  3. Preview
  4. Save

Subject Line​

Keep subjects:

  • Clear and descriptive
  • Under 50 characters
  • Include merge fields if relevant (e.g., "Your booking at {{business.name}}")

Email Body​

Use the rich text editor to:

  • Format text (bold, italic, lists)
  • Add links
  • Insert images
  • Include merge fields

Merge Fields​

Personalize emails with dynamic content:

Member Fields​

FieldInserts
\{\{member.name\}\}Member's full name
\{\{member.first_name\}\}Member's first name
\{\{member.email\}\}Member's email

Business Fields​

FieldInserts
\{\{business.name\}\}Your gym name
\{\{business.logo\}\}Your logo
\{\{business.email\}\}Support email
\{\{business.phone\}\}Support phone
\{\{business.address\}\}Business address

Invoice Fields​

FieldInserts
\{\{invoice.number\}\}Invoice number
\{\{invoice.total\}\}Invoice amount
\{\{invoice.due_date\}\}Payment due date
\{\{invoice.link\}\}Link to pay invoice

Booking Fields​

FieldInserts
\{\{booking.name\}\}Class/appointment name
\{\{booking.date\}\}Date of booking
\{\{booking.time\}\}Time of booking
\{\{booking.instructor\}\}Instructor name

Preview & Test​

Before saving changes:

  1. Click Preview
  2. See how email looks with sample data
  3. Click Send Test Email
  4. Enter your email address
  5. Verify rendering in your inbox
tip

Always send a test email before saving template changes.

Documents​

Digital Documents​

Location: Settings → Documents

Create waivers, contracts, and agreements:

  1. Click Create Document
  2. Enter document details:
    • Name
    • Description
    • Content (rich text)
  3. Configure signatures required
  4. Save and activate

Document Types​

TypePurpose
WaiverLiability release
ContractMembership agreement
PolicyTerms acceptance
CustomAny other document

Signature Requirements​

Configure who signs:

  • Member signature
  • Guardian signature (for minors)
  • Staff witness (optional)

Assigning Documents​

Assign documents to members:

  1. Go to member profile
  2. Navigate to Documents tab
  3. Click Assign Document
  4. Select document
  5. Member receives signing request via email

Viewing Signed Documents​

Track document status:

  • Pending signature
  • Signed (with date and time)
  • Download signed copy as PDF

Best Practices​

Writing Effective Emails​

  • Keep messages concise
  • Use member's first name for personalization
  • Include clear call-to-action
  • Test on mobile devices

Template Maintenance​

  • Review templates quarterly
  • Update for seasonal promotions
  • Ensure links are current
  • Check merge fields work correctly

Troubleshooting​

Merge Fields Not Working​

Check:

  • Correct syntax with double braces \{\{field.name\}\}
  • No extra spaces inside braces
  • Field name spelled correctly

Emails Not Sending​

Verify:

  • Member has valid email address
  • Email not in spam folder
  • Template is active

Formatting Issues​

  • Preview before saving
  • Test on multiple email clients
  • Avoid complex HTML
  • Use inline styles for best compatibility