Go to Templates → Email in the sidebar (NOT under Settings). Click Create Email Template, give it a name, write the subject and body using merge tags like #title#, #contact_first_name#, and #exp_date#. Save, then assign it to a sequence step. Your workspace ships with default templates for each reminder type — Expiration, Due Date, Appointment, Event.

Where email templates live

The path is Templates → Email in the sidebar. This is NOT under Settings — Settings has a separate admin-only tab called System Email Templates which covers system messages (currently just Reminder Reply), not your regular reminder templates.

Default templates that ship with your workspace

Your account comes with one default template per reminder type:

  • Expiration Email Template
  • Due Date Email Template
  • Appointment Email Template
  • Event Email Template

These are the templates that fire by default if you don't pick a custom one on a sequence step. You can edit them to match your brand voice, or create new templates and assign them to sequences instead.

Steps — create a new template

  1. Go to Templates → Email.
  2. Click Create Email Template.
  3. Give the template a name (e.g., "License Renewal Reminder").
  4. Write the Subject — keep it short and clear, use merge tags where useful.
  5. Write the Body — full email content with merge tags for personalisation.
  6. Save.

The template is now available to be assigned to sequence steps.

Using merge tags

Merge tags inject dynamic data from the reminder, contact, or workspace into the template. Remindax uses hash-style merge tags — #field_name#, NOT curly braces.

Examples for email templates:

Hi #contact_first_name#,

This is a reminder that #title# (#document_type#) is set to expire on #exp_date#.

Please renew before the deadline.

Best regards,
#company#

Common email merge tags:

  • #title#, #document_type#, #folder_name#
  • #contact_first_name#, #contact_last_name#
  • #exp_date#, #due_date#
  • #start_date_time#, #end_date_time#
  • #location#, #notes#, #attachments#
  • #company#, #department#
  • #custom_fields# — all custom fields
  • #cf.custom_field_name# — one specific custom field

For the full canonical list, see Merge tags reference.

Editing an existing template

  1. Open Templates → Email.
  2. Find the template, open it.
  3. Edit the subject and/or body.
  4. Save.

Changes take effect immediately for future sends. Already-sent notifications aren't retroactively changed.

Sending a test before going live

The template editor has a Send Test Email action. Use it to preview formatting and check tag placement.

Important: test-send does NOT populate merge tags with real data. Tags will appear literally (e.g., #title# in the test email, not the actual document name). The test verifies layout, HTML rendering, and subject — not merge tag substitution.

See Test-send a template.

What happens if a template is deleted

Important behaviour to understand before deleting:

  • Remindax does NOT show a "used by" view. There's no list of which sequences or reminders reference the template.
  • Deletion is NOT blocked because the template is in use — except for default templates, which can't be deleted.
  • If a deleted template is still referenced by a reminder or sequence:
    • Email: Remindax falls back to a built-in template for that reminder type. Reminders continue to send, with the built-in fallback content.
    • SMS: there is no equivalent safe fallback. SMS sends referencing a deleted template ID may fail silently.

See Delete or replace a template for the workflow when you need to delete safely.

What's a "System Email Template" (and how it's different)

Under Settings → System Email Templates (admin-only), Remindax has a separate template area for system messages — currently the only editable one is Reminder Reply (which is sent when a recipient replies to a reminder and you've configured reply notifications).

This is distinct from your normal reminder email templates. Most users won't touch System Email Templates unless they have a specific need to customise system messages.

What happens next

  • The new template is available to assign to sequence steps.
  • Editing an existing template applies to future sends only.
  • Templates can be applied per sequence step — see Edit sequence steps.

Edge cases & gotchas

  • Path is Templates → Email in the sidebar. Not under Settings.
  • Hash-style merge tags only. #title# works; {{title}} doesn't.
  • Unsupported tags stay visible. A typo like #contact_firstname# (vs #contact_first_name#) won't be replaced — it'll appear literally in the email. Double-check tag spellings.
  • No "used by" view exists. Before deleting a non-default template, manually check sequences and reminders.
  • Default templates can't be deleted. Edit them instead.
  • Email fallback exists; SMS fallback doesn't. If an SMS template is deleted while referenced, the send may fail silently.
  • System Email Templates ≠ regular email templates. They live separately in Settings, admin-only, currently covering only Reminder Reply.

Related questions

  • Where do email templates live? Sidebar → Templates → Email (NOT under Settings).
  • What's the create action labeled? Create Email Template.
  • What merge tag syntax does Remindax use? Hash-style — #field_name#, not curly braces.
  • What's in the default workspace? One default template per reminder type: Expiration, Due Date, Appointment, Event.
  • Can I delete a default template? No — only non-default templates can be deleted.
  • What if I delete a template still in use? Email falls back to a built-in template by reminder type; SMS has no equivalent fallback and may fail silently.
  • What's the difference between regular email templates and System Email Templates? Regular templates are under Templates → Email and used for reminder sequences. System templates are under Settings → System Email Templates and cover system messages (currently just Reminder Reply).

Related articles

Merge tags reference · SMS and WhatsApp templates · Test-send a template · Delete or replace a template · Edit sequence steps