Overview

Redpoint has a built in transactional email system that sends the emails configured in a Plan's Customer Notifications configuration spoke.

The transactional email system bypasses a customer’s Do Not Mail selection. This is because transactional emails are typically triggered by a customer-initiated action, such as signing a waiver, making a purchase, or enrolling in a membership.

Despite this exemption, it's important to exercise caution when crafting transactional emails to ensure they are not flagged as spam or phishing attempts. Follow these best practices:

• Avoid including links, especially shortened URLs.

• Do not reference credit card entry or sensitive financial details.

• Keep the content clear, relevant, and action-specific.

Default templates are enabled by default, meaning they are active and ready to use without any setup. You can choose to leave them as-is with no changes, or customize them to better match your branding, messaging, or operational needs.

Send From Email

• Contract related emails send from the Contract Facility
• Invoice and Payment emails send from the facility where the Invoice or Payment was received/created.

Configure Notification Templates

Go to Build > Notifications > Templates tab

1. Select the template from the left sidebar.

2. Expand the row by clicking the plus (+) icon on the left.

3. Click Edit on the right to open the template for editing.

4. To preview the template, add a customer with any contract in the expanded view.

Edit Template

1. Subject Line

   • This is the subject of the email.

   • Replacement fields can be used here to personalize the subject dynamically (e.g., customer name, contract type).

2. Email Designer

   • By default, you'll see the Standard Email Designer.

   • Enhanced Designer and SendGrid options are also available for more advanced design and sending capabilities.

3. Sections

   • You can create Sections within the email layout which allow you to apply Display Conditions to show or hide content based on customer or contract attributes (see below).

4. Toolbox

   • Use the Toolbox to insert Replacement Fields and set up Display Conditions.

   • These tools help you tailor each section of the email to specific scenarios or recipient details.

• • • • Replacement fields allow you to dynamically insert personalized or contract-specific information into your email templates. This functionality ensures each email is tailored to the recipient, enhancing clarity and engagement. These can include items such as: contract holder name, checkboxes, signature boxes, or other customizable fields.

        To insert a replacement field:

        1. Select the desired replacement field from the toolbox.

        2. Place your cursor in the section of the email where you want the field to appear.

        3. Click the blue button to insert the selected replacement field into the content.

      • Display Conditions let you control when specific sections of an email are shown, based on criteria like facility or enrollment type in a contract. This is useful for tailoring messages to different audiences within a single template.

        To apply a Display Condition:

        1. Select the desired condition from the toolbox.

        2. Click Add to apply it to the section.

        3. Choose the relevant condition values (e.g., specific facilities or enrollment types).

5.  Configure the Body of the email.

Custom Replacement Fields

You can create custom replacement fields to insert reusable content across multiple emails. These are especially useful when you need to repeat the same block of text—such as disclaimers, policies, or promotional messages—consistently.

To create a custom replacement field:

1. Go to Manage > Organization & Facility Settings > Custom Replacement Fields.

2. Create your custom field and set it to Active.

Once active, these fields can be used in email templates, custom notification templates, email automations, or anywhere you configure an email.

Standard Header/Footer in emails

You can set up your Standard Header and Footer within the Templates section:

• Navigate to the top of the Templates list in the left sidebar.

• Select and configure the Standard Header and Footer.

Once created, you can easily reuse them across multiple email templates for consistent branding and messaging.

Tip: Headers and footers can be customized per facility within a single template. For example, you might include facility-specific social media links or contact information.

Create Sections that are facility specific:

1. Select Facility Condition from the dropdown menu.

2. Click the blue button to add the condition.

3. In the Condition field, choose the relevant facility or facilities.

Once applied, the section will only display when the email is being sent in context with the selected facility.

To include headers and footers in your emails, you must use replacement fields in the emails.  

Preview Email & Send Test Email

To preview the email, select any customer with any contract or status change and then select it next to their name.  The preview will display below. 

If no contract/status change to select from, you cannot see a preview or send a test email - make a test account with a contract or status change to then preview your email.

Settings Tab

In the Settings tab, you can enable or disable plan templates by location.

To adjust settings:

1. Expand the desired location from the list.

2. Toggle the setting on or off for each template.

If a template is disabled for a location, the associated notification will not be sent for that location.