Email templates can be customized to better match your organization’s needs, but small mistakes—such as formatting issues or invalid dynamic fields—can prevent emails from sending successfully.
This article explains how to edit templates safely and avoid common problems.
Before You Edit a Template
Before making any changes, it’s important to create a backup of the original template content.
Why this matters
Templates use HTML and dynamic fields. Pasting formatted text or accidentally removing required elements can cause errors that stop notifications from sending.
To view or manage templates:
- Go to the Admin menu
- Select Templates
How to create a backup
- Open the template you want to edit by clicking on the 3 horizontal dots to the far right of the template name
- Go to the General tab
- Scroll to the Template Body
- Select the HTML button in the editor
- Copy all content in the HTML Source Editor window and paste it into a plain text editor (such as Notepad)
- Save the file in a secure location
Tip: Use a plain text editor only. Word processors (such as Microsoft Word) can add hidden formatting that may corrupt the template if pasted back in.
Editing the Template Content
Templates are edited from the General tab. Here you can update:
- Template Name – Used internally for identification
- Subject – Appears as the email subject line
- Template Body – The main email content
You may:
- Edit wording or formatting
- Add or remove information
- Insert dynamic fields (called snippets)
For booking-specific information (such as customer name or job details), snippets must be used.
Using the Preview Button
After making and saving changes, always preview the template.
Previewing allows you to:
- See how the email format and content will appear to recipients
- Confirm dynamic information displays correctly
- Catch formatting or snippet errors early
If a template contains invalid formatting or incorrect snippets, an error may appear during preview. Emails using this template will fail to send until the issue is resolved.
Using the Ad Hoc Email Feature to Preview a Template
Another option to preview a template is to create a test job and use Ad Hoc Email to send a copy of the edited template. After making and saving the changes:
- Create a test job. Make sure that Notification Email Enabled is checked on the Job Details page
- From the Actions drop-down menu on the Recurring tab of the job, select Send Ad Hoc Email
- Type any email in the To: field**.
- Select a template from the [Load Template] dropdown list below the body of the email. Click Send
- Refresh the browser page and click the Notifications tab to view the email
- Make adjustments to the template as needed and repeat the Ad Hoc Email process if desired
Not all templates are available as Ad Hoc Emails such as the Booking Request. In this case, send the Job Offer to a Test Interpreter to view the email in the Notifications tab.
**It is not necessary to use an actual email address when sending test emails as long as the 'fake' email address follows the email address syntax. For example JoeSmith@mailmymail.com can be used. An email will not be sent but the email example will display in the Notifications tab.
Saving Changes
Once your changes are complete and the preview looks correct:
- Click Save
- The updated template will be used for future notifications (if assigned)
If the template is not currently assigned at the company or customer level, your changes will not affect outgoing emails until it is selected.
If Something Goes Wrong
If you encounter errors while previewing or after saving:
- Remove your most recent changes, or
- Clear the HTML editor and paste in your backup version, then save again
If the issue persists, contact support for assistance at support@interpreterintelligence.com
Best Practices for Editing Templates
- Always back up the original template first
- Do not edit directly in the Template body. Edit the code from the HTML Source Editor or copy/paste the HTML code into a text editor of your choosing. Once editing is complete, copy/paste this code back into the HTML Source Editor and click Update
- Make small, incremental changes
- Preview after every update
- Avoid pasting content directly from Word or email clients
- Confirm which template is actively assigned before editing
Related Articles
- Templates Overview: What They Are and How They Work
- Creating and Assigning Custom Templates
- Template Errors: What They Mean and How to Fix Them
- What’s Changing: Template Whitelist and Snippet Validation
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