Some of the emails that will be sent to your users can be customised on your platform. This can be done with mail templates.

What are mail templates?

A mail template allows you to change the subject and content of an email that will be sent to your users. You can change these emails to align them more with your internal communication style. A prime example of an email that you might want to customise is the one users get when they first sign up. You can update the instructions the users need to follow to log in, explain why they'll have to use the U4TM platform, or just give them a warm welcome!


In the mail templates you'll encounter various placeholders that are used to fill in information such as names and dates when the email is sent.



The placeholders in your mail templates are like dynamic content. They represent a piece of information that will be filled in once the email is sent to the user.

Some examples of placeholders include:

  • %{{name}}: the name of the user that receives the email
  • %{{course_name}}: the name of a course
  • %{{check_in_questions}}: the questions linked to a planned conversation

Allowed placeholders

The important thing to know is that the placeholders you're allowed to use are different for every mail template and you should always look for the 'Placeholders that you can use' section at the bottom of a mail template page. Other placeholders will not be filled in!

Placeholders defined by U4TM have the format %{{placeholder_name}}

example of placeholders you can use for the 'Conversation Planned' mail template


Important note:

In the email subject you can only use the placeholders that are already there by default. In the body of the email you can use any of the 'allowed placeholders'.


Structural placeholders

Some placeholders are used to include a whole section of text. 

These have the <<<IF_CONDITION text that's included if condition is satisfied >>> format. 

Please, only edit the text inside these placeholders or remove the whole placeholder section entirely. You can't add these to new templates. If a template works with a placeholder like this, it'll be included by default.

Some examples of this type of placeholder:

  • IF_HAS_QUESTIONS ('Conversation Planned' template; includes the questions that will be asked)
  • IF_INVITE ('Conversation Planned' template; includes a link to a calendar invite)


Your own placeholders

It's possible to add new placeholders to the mail templates as well. 

You can add them in Settings > Communication tab > Placeholders tab. Click the 'Add placeholder' button in the top right corner of the screen.

These placeholders have the format %{custom_placeholder} and work across all mail templates.

Some examples of placeholders you could define:

  • emails of the people they can contact with questions about the platform
  • url to your U4TM platform


Update mail templates

You can find an overview of the mail templates on your platform by going to Settings > Communication tab.

Click on one of the mail templates in the list to view its content.

Now you can update the subject and body of the email however you want! This will update the content of the email in English. Click 'Save changes' once you're done.

To translate the mail templates into other languages, go to the overview of mail templates and click 'manage translations' in the upper right corner.


Preview email

If you're curious about how an email will look once it's sent, you can generate a preview. This preview email will be sent to you even if your platform is still in configuration mode and emails wouldn't normally be sent out to users yet.

How to generate a preview email:


The image below shows an example of a preview email. 

Placeholders are filled in with randomly generated text and names: