Creating Communication Templates

A communication template is a pre-written text that makes it easy for you to type specific kinds of messages.  

For example, a welcome email is a specific type of message you may send to new clients. And since its format stays the same, you can create a template for the welcome email.

This way, you won’t have to type welcome emails from scratch every time you get a new client. Instead, you can open the template, take a few minutes to customise it, and send it to new clients much faster.

Let’s take a look at how you can create a communication template in Power Diary. 

In this article:

How To Create A Communication Template In Power Diary

You can create three types of communication templates: Email, SMS and Letters. 

Here’s how:

Navigate to TOOLS → Communication → Templates using the left-hand menu on Power Diary.



Choose your message type. Then type in the name and description of your new template for your personal record. Also, if you chose ‘email’ as your message type, type in the email address, name of sender and email subject as well.

Doing this will make it easier for you to identify the right template from your templates list.  

Now, let’s take a deeper look at how different communication templates work. 

Email Templates

By creating an email template, you can quickly send emails to your clients from a specific email address.

When creating a communication template, if you choose your message type as email, you will have to fill in three additional fields. These are:

  • Email From Name: On whose behalf would you like to send this email template? Type their name here. 
  • Email From Address: Type in the sender’s email address. 
  • Email Subject: Type in the subject line of the email.

You can use an email template for appointment reminders, or to notify clients when they take a particular action (like booking, cancelling or rescheduling an appointment). 

SMS Templates

By creating an SMS template, you can quickly send text messages to your clients.

You can use an SMS template for appointment reminders, or to notify clients when they take a particular action (like booking, cancelling or rescheduling an appointment).

Hint 💡

You can create identical SMS and Email templates - and send them both to a client simultaneously. Ideal for when you have to send appointment reminders, cancellation notifications and more.

Letter Templates

By creating a letter template, you can quickly send digital or physical ‘letters’ to your clients. These letters can be converted into Word or PDF files which you can print out. This is great for generating progress reports, medical certificates and welcome letters. 

How To Use The Editor To Craft The Perfect Template

After setting up the template type, you’ll have to write the content within it. In this section, you’ll learn how to: 

  • Use Merge Fields
  • Add Images
  • Insert A Link
  • Attach A Document
  • Create A Letterhead

Let’s start by looking at merge fields - a powerful tool you can use to customize templates even further. 

Using Merge Fields

A merge field is text-based code that automatically adds custom information to your templates. 

For example, {ClientFirstName} is a merge field which will add the client’s first name to your template when you send it to the client.

This means, in your welcome email template, if you type in: Hi {ClientFirstName}, it will instead be replaced by Hi Luke when the actual email is sent. 

Note: Communication templates with merge fields starting with {Appointment...} can only be used for appointment reminders. If used any other way, these merge fields will leave a black space instead. This applies to SMS, email and letter templates.

To add a merge field to your template, click on the Merge Field option in the editor. Scroll from the list and click on the one you’d like to add to your template.

If you can’t identify the one you’d like to use, click Available Merge Fields to see what information a merge field represents.

Add An Image

You can easily add an image to your email and letter templates. Here’s how:

Click on the image icon in the editor.

Click Browse Server → Upload.

Browse your computer for the image you want to upload and click Enter.
Select the image and double-click it or click Choose.
Click OK to insert the image.

The image will now appear in your template.

Inserting A Link To Text

In your template, you can add links to the text within it. This text can take your clients to your website, client portal or any other webpage you want. 

Here’s how you can add a link:

Highlight the text to which you’d to attach a link.

Click the link icon on the editor (You can also press Ctrl + L or Command + L for Windows and Mac OS respectively).

Type in the URL and click OK.

This will add a link to the text you just highlighted. 

Attach A Document

To attach a document within an email template, first you’ll have to upload it to your Power Diary account. 

To do so:

Highlight the text to which you’d like to attach a document.

Click the Link icon on the toolbar (or use Ctrl+L / Cmd + L). 


Click Browser Server → Upload.

Browse your computer for the image you want to upload and click Enter.
Select the document from the Files area and double-click it or click Choose.


   Click OK to insert the document to your template.

Your clients will now be able to download your document by clicking the link.

Hint 💡

In your template, link your document to a CTA (Call-to-Action) text like ‘Download Now’ or ‘Click Here’. This will make it easy for your clients to click the right link to download your document.

Create A Letterhead

The easiest way to add a letterhead to your template is to upload a letterhead image and put it on the top of your template. To do so, follow the instructions in the Add An Image section. 

If you don’t have a letterhead image, you can create one manually. Here’s how:

Position your cursor at the top of your template and click on the Table button

Copy the settings shown below in the Table Properties window.

Click OK. This will add the table to your template. It will have two columns.
Put your cursor on one either the left or right column and click the image icon on your editor. Click Browse Server and browse your computer for your logo. And use the other cell to fill in details about your clinic or health practice. 

Once done, complete the rest of your template and click Save

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