Creating Communication Templates

Power Diary allows you to configure communication templates which can be used to quickly send email or SMS to clients, or generate letters. These templates are often made up of merge fields: handy pieces of text that automatically swap in data that's relevant to the client, such as their name or contact information. 

There are three different types of communication templates in Power Diary: SMS, emails and letters. In this article, we'll take a look at how to create each of these.

In this article:

Creating SMS Templates

  1. Go to Tools > Communication > Templates
  2. Click + New Template
  3. Set Message Type as SMS 
  4. Add your template name and a description for your reference (this information is not published).
  5. Add your message content. You can insert merge fields from the drop-down list to personalise your message.
  6. Click 'Save' at the bottom of the page. Your new SMS template will now appear in your Template List.

Important

Merge fields beginning with the word 'appointment' such as {AppointmentDate} can only be used for appointment reminders. If these are used in any other context the system will not be able to merge this information into the message and will leave a blank space in it's place. This applies for SMS, letter and email templates.

You can now use this template to send an individual SMS to a client, send SMS messages in bulk to all or part of your client database, or use it as your template for SMS appointment reminders.

Creating Email Templates

Your email templates can also be used as email appointment reminders that are sent to clients, or for system notifications (such as the template for the automatic emails that can be sent to staff members when a client makes a new booking on your client portal).

  1. Go to Tools > Communication > Templates
  2. Click + New Template
  3. Set 'Message Type' as Email 
  4. Add your template name and a description for your reference (this information is not published).
  5. Enter your desired Email from Name, Email from Address (this will determine who the recipient sees the email as coming from) and Email Subject.
  6. Add your message content. You can insert merge fields from the drop-down list to personalise your message.
  7. Click Save at the bottom of the page. Your new template will now appear in your template list.

Adding Images to Your Template

  1. In the tool bar across the top of the template content editor select the Image icon. 
  2. Select Browse Server and then Upload
  3. Locate image files on your computer
  4. Click Upload and the image will now appear in your folder.
  5. Double click the image and then select OK

Your image will now appear in your template.

Attaching a Document to Your Email

When sending an email from Power Diary documents can not be attached in the manner you normally would. This is to maximise flexibility in the way your email templates can be used. Instead, documents can be uploaded to your Power Diary folder, and the links placed to them within your email text. Once uploaded you can link to them as many times as you need. Follow the steps below to find out how.

  1. In your template, highlight the text that you would like to anchor the document or file to (we recommend something along the lines of 'click here to download your intake form').
  2. Press Control + L (or Command ⌘ + L on a Mac). Alternatively, you can select the link icon from the toolbar. 
  3. Click the Browse Server button. 
  4. Click the Upload button (in the top left-hand corner of the new window).
  5. Browse your computer for the file that you would like to attach to the email and double click it. 
  6. The file should have been added to your files area in Power Diary. Find it in the list, click it and then click Choose in the top left-hand corner of the window. 
  7. Click OK.

Creating Letter Templates

You can setup up Letter templates that can then be used to automatically generate letters in Word or PDF formats. This is a great way to generate client welcome letters, or referral acknowledgement letters, and progress reports.

How to Setup Letter Template

  1. Go to Tools > Communication > Templates
  2. Click + New Template
  3. Set Message Type as Letter
  4. Add your Template Name and Description for your reference (this information is not published)
  5. Enter the letter content.
  6. Click Save. Your new letter template will now appear in your Template List.

You can now use this template to automatically generate letters with personalised content. You are also able to insert images into the template as per the instructions above for email templates.

Uploading a Letterhead to Your Letter

To apply a letterhead to your letter templates this involves either uploading an existing letterhead as an image, or you can enter the details directly into the template.

To upload an existing letterhead as an image, please follow the steps in the above section titled Adding Images to Your Template.

If you are entering your details in the letterhead directly we advise using a table to help position the content.

  1. Whilst editing your letter template, position your cursor at the top of the template where you would like to insert the letterhead and then click on the Table symbol as shown here
  2. Edit the table properties to to mimic the properties as shown below:
  3. Click 'OK' and this will insert the table into the template
  4. You can then enter the business information in either the left or right hand side of the table, and if desired you can upload an image into the left or right hand side of the table to be shown in the letterhead.

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