EventSage sends invoices, contracts, quotes, reminders and shift notices to your clients and crew in your brand colors and logo. Open System emails to change what any of them says. The layout, the links and the amounts stay EventSage's.
Before you start
By default only the Owner and Admin seats can open System emails.
A few emails aren't in the list because their wording is fixed. These are the password reset, the staff sign-in and email-change emails, the onboarding emails, your own digests, and the email that gives a client portal access.
The colors and logo come from Profile & info, and Add your logo and brand colors shows where.
Steps
- Open System emails. It's in Settings, under Emails & automation. Each email is a row, such as Invoice sent or Shift assigned. A Customized badge marks one you have already reworded.
- Click the row you want to change. A line at the top says when the email goes out.
- Edit the fields. The gray text is EventSage's wording, and you can copy it and change what you like. The fields are Label above the headline, Headline, Body, Button text and Small print under the button. Three emails you write in Messages, Quote sent, What you're bringing (client list) and Vendor order, show only Body and Closing line. Their wording becomes the draft you edit before you send.
- To add a name or date, click Insert field beside the box and pick one. In Body, leave a blank line between paragraphs.
- Check What the recipient sees under the fields. It shows your real brand with a sample client and sample amounts.
- Click Save wording. The page says "Your wording is live on the next send."
A rewrite replaces the whole field
Each field is either yours or EventSage's, never a mix. Leave a field blank and EventSage's wording for it goes out. Type in a field and yours replaces it completely.
If EventSage's wording for a field named the client or the amount due and you rewrite that field, add the name or amount back with Insert field. Otherwise the email loses that fact.
What stays EventSage's
The button can say something new, but its link stays. So do the amounts and the rows EventSage builds. A note that starts Added for you. marks a line EventSage adds after your wording, and you can't edit it.
Don't type a web address into any field. The button already carries the right link.
Go back to EventSage's wording
On an email you have reworded, click Use the default again. It discards your wording for that email with no second confirmation. Clearing every field and saving does the same.
Something look off?
Work through each check in order. Most fixes take under a minute.
A smart field comes out blank
- 1 · Read the warning under Body. For an email that sends itself, like Release approved or Credit expiring, a note that starts This email can't fill these in lists the fields it can't fill. They are left out when the email sends.
- 2 · Replace each one with a field from the Insert field list, which only offers fields this email can fill.
- 3 · For an email you write in Messages, such as Quote sent, a field it can't fill keeps Send turned off in the composer until you remove it. Take the field out and try again.
Your wording didn't show up
- 1 · Check the row for the Customized badge. No badge means nothing was saved.
- 2 · New wording applies from the next send. An email already sent keeps its old words.