Email templates

An email template is a saved email: a subject line and the HTML for the body, stored under a name you choose. Build it once, then pick it in any workflow that sends email. When you update the template, every workflow that uses it sends the new version from then on.

Open the Email Templates page

In the Toki app, click Workflows in the left navigation.
Open a workflow and select its Send Email action, or add one.
Under Email Template, click View all templates.

The Email Templates page opens in a new tab. The same spot has a Create new template link that opens a blank template and, once a template is picked, an Edit selected link that opens that template.

The templates list

The list shows every template in your store, newest first, 20 per page. Use the arrows below the table to move between pages. Click a row to open the template.

Column	What it shows
Name	The template name
Subject	The subject line customers see
Status	Active or Draft
Created	When the template was created
Updated	When it was last saved

Type in Search email templates to filter the list by name or description.

If you have no templates yet, the page shows Create your first email template with a New template button.

Create a template

On the Email Templates page, click New template.
Under Template Details, enter a Template name. Add a Description if you want a note for your team. Customers never see it.
Under Email Editor, enter the Subject and paste your email's HTML into HTML Body.
Under Status, leave Template status on Draft while you work, or switch it to Active when the template is ready to use.
Click Save.

Toki confirms with "Email template created" and opens the template's own page, where you can keep editing.

Field	What it does
Template name	Required. How the template appears in the list and in the Email Template dropdown of a Send Email action.
Description	Optional. A note for your team. Search matches on it too.
Subject	Required. The subject line of the email.
HTML Body	Required. The full HTML of the email. Toki creates a plain-text version from it automatically when you save.
Template status	Active or Draft. See Active and Draft.

If you'd rather not work with HTML, chat with us and we'll set it up with you.

Personalize with placeholders

You can use placeholders in both the Subject and the HTML Body. A placeholder is a name inside double curly braces, such as {{customer.name}} or {{customer.email}}. When a workflow sends the email, Toki swaps each placeholder for that customer's real value.

Preview and test

The Email Preview card under the editor shows how the body looks as you type.

Preview variables lets you enter sample values for your placeholders so the preview reads like a real email. The empty field shows an example of the format. Toki keeps these values only for previewing and testing this template.
Test opens the Send test email window. Pick a Test customer by searching for their email, adjust the Preview variables if you like, and click Send test email. The email goes to that customer's email address, with placeholders filled in from their details. Pick a customer record that uses your own address so the test lands in your inbox. Toki confirms with "Test email sent".

You can send a test before you save the template. The Send test email button becomes available once you've picked a customer and filled in both the Subject and the HTML Body.

Active and Draft

Status	What it means
Active	The template is ready to use. It appears in the Email Template dropdown when you set up a Send Email action.
Draft	The template is still in progress. It stays out of the Email Template dropdown until you switch it to Active.

Change the status any time under Status on the template's page. The badge next to the template name shows the current status.

Edit a template

On the Email Templates page, click the template.
Make your changes. A save bar appears as soon as something changes.
Click Save to keep your changes or Discard to undo them.

If you try to leave the page with unsaved changes, Toki asks you to confirm first. Saved changes apply to every workflow that uses the template, starting with the next email it sends.

Delete a template

Open the template and click Delete.
In the Delete email template? window, click Delete to confirm.

Toki removes the template and takes you back to the list. Before you delete a template, point any Send Email actions that use it to a different template so those workflows keep sending.

Use a template in a workflow

Open Workflows and open the workflow.
Select the Send Email action, or add one.
In To (Email Address), enter the recipient. Leave it empty to send to the customer the workflow is running for, or click Insert variable to add a placeholder such as {{customer.email}}.
In Email Template, pick an Active template.

Need a change to the template while you're here? Click Edit selected to open it in a new tab.

Who the email comes from

Emails sent from a template use the Sender Name and Sender Address in the Email Settings section of the Loyalty page. Test emails use them too, so a test shows you exactly what customers will see in their inbox.

Campaigns: the other way Toki emails your customers, without setting up a workflow.