Peach Suite Pro Support Center
Guide

Email Templates

Learn how to create and manage reusable Email Templates in Peach Suite Pro, including custom content, merge fields, and pre-built message templates.

Updated: October 05, 2026

Email Templates provide reusable email content for client communications in Peach Suite Pro.

Templates help the business send consistent, professional messages without rewriting the same content each time.

Email Templates may be used for:

  • Appointment confirmations
  • Appointment reminders
  • Appointment changes or cancellations
  • Pre-appointment instructions
  • Post-appointment follow-up
  • Aftercare information
  • Birthday messages
  • Gift certificate messages
  • Promotions and special offers
  • Client re-engagement
  • Business announcements
  • General client communication
  • Communication Automation

Template Life Cycle

An Email Template may move through several stages during its life cycle.

Depending on the template and business settings, the life cycle may include:

  • Created
  • Draft
  • Reviewed
  • Approved
  • Active
  • Default
  • Archived
  • Restored

A newly created template should be reviewed before it is used with clients.

An approved and active template may be selected manually or assigned to an automated communication workflow.

Archived templates remain available for historical and administrative reference but are normally removed from active template selections.

Creating an Email Template

Use the Create Email Template option to add a reusable email to the Template Library.

When creating a template, complete the available fields, including:

  • Template name
  • Template category
  • Message purpose
  • Email subject
  • Email body
  • Dynamic client, appointment, provider, or business fields
  • Default-template selection, when applicable
  • Approval or review information, when required

Review the subject and message carefully before saving the template.

Confirm that the email identifies the business, communicates one clear purpose, and uses the correct dynamic fields.

Template Naming

Use a clear and descriptive template name.

The template name is used inside Peach Suite Pro and should make the purpose of the email easy to understand without opening it.

Good template names may include:

  • Appointment Confirmation
  • Appointment Reminder — 24 Hours
  • Appointment Rescheduled
  • Pre-Appointment Instructions
  • Facial Aftercare Instructions
  • Post-Appointment Follow-Up
  • Birthday Offer
  • Gift Certificate Reminder
  • Client Re-Engagement — 90 Days
  • Monthly Business Newsletter

Avoid vague names such as:

  • Email 1
  • New Template
  • Test
  • General
  • Client Message

If several templates have similar purposes, include the timing, audience, service, or campaign in the name.

Email Subject

The subject line should clearly describe the purpose of the email.

A good subject line should be:

  • Clear
  • Accurate
  • Professional
  • Related to the email content
  • Easy for the recipient to recognize

Examples include:

  • Your Appointment Confirmation
  • Reminder: Your Appointment Is Tomorrow
  • Important Preparation Instructions for Your Appointment
  • Thank You for Visiting Us
  • Your Gift Certificate Information

Avoid misleading, exaggerated, or unrelated subject lines.

Do not use an appointment-related subject line to disguise a promotional email.

Template Categories

Categories help organize Email Templates and determine how they may be used.

Categories may include:

  • Appointment
  • Reminder
  • Confirmation
  • Follow-Up
  • Aftercare
  • Birthday
  • Gift Certificate
  • Promotion
  • Newsletter
  • Client Re-Engagement
  • General Communication
  • Compliance

Select the category that most accurately describes the email.

The category should match the actual communication purpose. An appointment confirmation should not be categorized as a promotion, and a promotional offer should not be categorized as an appointment notice.

Writing the Email Message

Email provides more space than SMS and may be used for detailed information.

A professional email normally includes:

  • A clear subject line
  • A greeting
  • The reason for the message
  • Important client or appointment information
  • Instructions or requested actions
  • Business contact information
  • A closing
  • Required footer or unsubscribe information when applicable

Keep paragraphs short and easy to read.

Use headings or short lists when the email contains several instructions.

Avoid unnecessary technical language, excessive punctuation, all-capital letters, or misleading promotional statements.

Formatting Email Content

Email Templates may support formatted content such as:

  • Paragraphs
  • Headings
  • Bold or emphasized text
  • Lists
  • Links
  • Contact information
  • Business branding

Use formatting to improve readability, not to make the email overly decorative.

Confirm that the message remains understandable on both a computer and a mobile phone.

Avoid using extremely large text, excessive formatting, or too many links.

Inserting and Using Dynamic Fields

Dynamic fields allow one Email Template to insert information for the correct client, appointment, provider, service, or business.

Available fields may include:

  • Client first name
  • Client full name
  • Client email address
  • Appointment date
  • Appointment time
  • Service name
  • Provider name
  • Business name
  • Business phone number
  • Business email address
  • Scheduling information
  • Gift certificate information

Use the field-insertion options provided by Peach Suite Pro rather than manually typing placeholder names.

When the email is prepared, Peach Suite Pro replaces each field with information from the related record.

For example:

Hello [Client First Name],

This is a reminder of your appointment with [Provider Name] on [Appointment Date] at [Appointment Time].

The exact field names and insertion format may vary depending on the Template Library controls.

Dynamic Fields in the Subject Line

When supported, dynamic fields may also be inserted into the email subject.

For example:

Appointment Reminder for [Appointment Date]

Use subject-line fields carefully.

Confirm that the subject remains understandable when the field is replaced with actual information.

Avoid inserting sensitive client, treatment, medical, or financial details into the subject line because subjects may appear in notifications or previews.

Missing Dynamic Information

A dynamic field can display only information that exists in Peach Suite Pro.

Before using a template, confirm that the related records contain the information required by the email.

If a field is blank or unavailable, review:

  • The client record
  • The appointment record
  • The assigned provider
  • The selected service
  • The gift certificate record
  • The Business Information page

Always preview or test templates containing several dynamic fields.

Automatic Footer Insertion

Peach Suite Pro may automatically add an email footer when the message is prepared or sent.

The automatic footer may include:

  • Business name
  • Business contact information
  • Business address
  • Unsubscribe or email preference instructions
  • Compliance language
  • Other information configured by the business

Do not manually repeat footer information that Peach Suite Pro will insert automatically.

Adding the footer manually may create duplicated contact information, repeated unsubscribe instructions, or an unnecessarily long email.

Review the completed email preview to confirm that the message and automatic footer appear correctly together.

Default Email Templates

A default template is the standard Email Template Peach Suite Pro selects for a particular message purpose or workflow.

Default templates help ensure that the correct approved message is selected consistently.

Examples may include:

  • Default appointment confirmation
  • Default appointment reminder
  • Default birthday email
  • Default gift certificate email
  • Default general email

Only one template should normally be the default for the same category and purpose.

Before changing a default template, review any pages, automations, or workflows that may use it.

Protected Default Templates

Some default templates may be protected because they are required by Peach Suite Pro or used by important workflows.

A protected template may have restrictions such as:

  • It cannot be deleted
  • It cannot be archived while it is required
  • Its category or purpose may not be changed
  • It may need to be duplicated before creating a customized version

Protection helps prevent confirmations, reminders, compliance messages, or other important workflows from losing their assigned Email Template.

Making a Duplicate

Use Make Duplicate when an existing template is close to the email you need but should not be changed directly.

Duplicating a template creates a separate copy that can be renamed and edited.

This is useful when:

  • Creating a variation of a protected default template
  • Creating a Spanish version
  • Creating different appointment instructions
  • Creating a new promotional campaign
  • Testing revised wording
  • Preserving the original approved version

After duplicating a template:

  • Change the template name
  • Review the subject line
  • Review the category
  • Review all dynamic fields
  • Review the automatic footer
  • Request approval when required
  • Confirm whether the duplicate should become the default

Viewing a Template

Use View to review an Email Template without immediately changing it.

The template view may display:

  • Template name
  • Category
  • Email subject
  • Email body
  • Dynamic fields
  • Default status
  • Approval status
  • AI review score
  • Compliance observations
  • Archive status
  • Created and updated information

Viewing a template is useful when confirming which message is assigned to an automation or shown in Email History.

Editing an Email Template

Use Edit to update the name, category, subject, message content, fields, or other available settings.

Before editing an active template, determine where it is currently used.

An active Email Template may be connected to:

  • Appointment confirmations
  • Appointment reminders
  • Communication Automation
  • Birthday messages
  • Gift certificate reminders
  • General Email
  • Promotional campaigns
  • Other scheduled communications

Changes to an active template may affect future emails immediately.

Previously sent emails remain part of Email History and should not be changed by later edits to the template.

When making a major change, duplicating the template may be safer than replacing the existing approved version.

Email Message Approval

Email message approval provides a review step before a template is used for client communication.

The approval process may review:

  • Message purpose
  • Subject-line accuracy
  • Business identification
  • Clarity and professionalism
  • Consent requirements
  • Unsubscribe information
  • Promotional versus transactional classification
  • Dynamic fields
  • Automatic footer behavior
  • Potential compliance risks

A template may need to be approved again after a significant edit.

An email should not be treated as approved merely because it was saved successfully.

Review the approval status before assigning a template to an active automation or large email communication.

Transactional and Promotional Approval

Appointment confirmations, reminders, requested information, and service-related follow-up messages are generally transactional because they relate to an existing appointment, requested service, or client relationship.

Special offers, advertising, newsletters, marketing campaigns, and re-engagement messages are promotional.

Promotional emails may require different consent, unsubscribe, and eligibility rules.

Select the correct category and purpose before requesting approval.

Do not disguise a promotional email as an appointment notice or other transactional communication.

AI Review Score

Peach Suite Pro may provide an AI review score for an Email Template.

The AI review may evaluate areas such as:

  • Clarity
  • Professional tone
  • Subject-line quality
  • Message organization
  • Business identification
  • Call-to-action clarity
  • Use of dynamic fields
  • Compliance risk
  • Promotional language
  • Potentially sensitive wording
  • Unsubscribe information

A higher score may indicate that the email is clearer and presents fewer identified concerns.

A lower score may indicate that the subject or message should be reviewed before use.

AI Risks and Recommendations

The AI review may identify warnings or recommendations.

Examples may include:

  • The business name is missing
  • The subject line is unclear
  • The subject does not match the email content
  • The message purpose is unclear
  • The email may be too long
  • The message appears promotional
  • Unsubscribe information may be required
  • A dynamic field may be used incorrectly
  • The message contains sensitive wording
  • The requested action is unclear
  • The message contains too many links

Review each recommendation before approving or activating the template.

AI review is a support tool. It does not replace human review, legal advice, email-provider requirements, or the business’s responsibility to follow applicable communication rules.

Rechecking the AI Score

After editing a template, run the AI review again when that option is available.

The updated score should be based on the current subject and email content rather than an earlier version.

Confirm that:

  • The changes were saved
  • The correct category was selected
  • The automatic footer was considered
  • The correct message purpose was selected
  • The updated score and recommendations were reviewed

Email Compliance Review

Email Templates must follow the business’s consent, contact-preference, and communication requirements.

Before approving or using a template, confirm:

  • The business is clearly identified
  • The subject accurately describes the message
  • The email purpose is correctly categorized
  • The recipient is eligible to receive the email
  • Promotional emails are sent only to appropriate recipients
  • Email opt-out requests are respected
  • Required footer or unsubscribe information is included or inserted automatically
  • The email does not contain misleading or prohibited content
  • The email does not contain unnecessary sensitive information

A valid email address does not automatically mean that the recipient has consented to receive promotional emails.

Client Eligibility

When a template is used, Peach Suite Pro may review client information such as:

  • Email opt-in status
  • Email opt-out status
  • Available email address
  • Client status
  • Message purpose
  • Communication restrictions

A client who is not eligible should not receive the email, even when the template itself is approved.

Template approval and client eligibility are separate requirements.

Using an Email Template

An active Email Template may be selected from an email sending page or assigned to a qualifying workflow.

When using a template:

  • Select the correct template
  • Confirm the intended recipient or audience
  • Review the subject line
  • Review the completed email
  • Verify all dynamic fields
  • Review the automatic footer
  • Confirm recipient eligibility
  • Confirm that the email has not already been sent

Do not assume that selecting an approved template automatically makes every client eligible to receive it.

Using Templates with General Email

General Email may use an active Email Template when sending a message to an eligible client or selected client group.

Before sending:

  • Select the correct template
  • Review the recipient filters
  • Confirm the client status selection
  • Confirm email opt-in and opt-out eligibility
  • Review the final subject and message
  • Confirm all fields display correctly
  • Review Email History to avoid duplicate communication

Client filters help identify recipients, but the business should still confirm that the selected audience matches the purpose of the email.

Using Templates with Communication Automation

Communication Automation may use an approved Email Template when a schedule or qualifying event occurs.

Before assigning a template to an automation, confirm:

  • The template is active
  • The template is approved when required
  • The category matches the automation purpose
  • The required dynamic fields are available
  • The subject line is appropriate
  • The timing is appropriate
  • The automatic footer is correct
  • The client eligibility rules are appropriate

Review Email History after activating the automation to confirm that emails are being prepared and processed correctly.

Links in Email Templates

Email Templates may include links when appropriate.

Links may direct clients to:

  • Online booking
  • Business information
  • Forms or documents
  • Appointment instructions
  • Contact pages
  • Other approved business resources

Before using a template, test every link.

Confirm that links:

  • Open the correct page
  • Use a secure address when appropriate
  • Work on a mobile phone
  • Do not expose private client information
  • Are clearly described in the email

Avoid shortening or disguising links in a way that may confuse recipients.

Images and Branding

When supported, Email Templates may include business branding or approved images.

Images should:

  • Be appropriate for the message
  • Display clearly
  • Not make the email unnecessarily large
  • Not replace important written information
  • Include appropriate descriptive text when available

Some email programs may block images automatically. Important instructions should also appear as written text.

Privacy and Sensitive Information

Email may be useful for detailed communication, but it should not be used carelessly for sensitive information.

Avoid including unnecessary:

  • Medical information
  • Treatment details
  • Financial account information
  • Passwords
  • Employee access codes
  • Private internal notes
  • Other confidential client information

Use secure forms or approved document workflows when sensitive information must be collected.

Archiving an Email Template

Archive a template when it should no longer be available for new emails but should remain in Peach Suite Pro for history and reference.

Archiving is appropriate when:

  • The message is outdated
  • A replacement template has been created
  • A promotion has ended
  • The wording should no longer be used
  • The template is no longer approved
  • The related business process has changed

Before archiving a template, determine whether it is:

  • A default template
  • Assigned to an active automation
  • Used by appointment communications
  • Used by General Email
  • Protected by the system

Peach Suite Pro may prevent a protected or required template from being archived until a replacement is assigned.

Restoring an Archived Template

An archived template may be restored when it becomes appropriate for use again.

After restoring a template:

  • Review the template name
  • Review the subject line
  • Review the email content
  • Review the category
  • Review all dynamic fields
  • Test all links
  • Run the AI review again
  • Confirm the approval status
  • Confirm footer and compliance requirements
  • Confirm whether it should become a default

Do not assume that a previously approved template is still appropriate after a long period of inactivity.

Deleting Versus Archiving

Archiving is normally preferred over deleting.

Archiving preserves the template for:

  • Email History
  • Communication History
  • Audit records
  • Past campaigns
  • Approval history
  • Administrative review

A template that has already been used should generally not be permanently deleted.

Testing an Email Template

Test important templates before using them with clients or assigning them to an automation.

During testing, confirm:

  • The sender and business name are correct
  • The subject line is accurate
  • The email is understandable
  • Dynamic fields are populated correctly
  • Appointment dates and times are formatted correctly
  • The provider name is correct
  • Links work correctly
  • The automatic footer appears once
  • Unsubscribe information is correct
  • The message displays properly on a computer
  • The message displays properly on a mobile phone

Common Email Template Problems

A Dynamic Field Is Blank

Review the related client, appointment, provider, service, gift certificate, or business record.

The Footer Appears Twice

Remove manually entered footer content when Peach Suite Pro is already inserting it automatically.

The Template Is Not Available for Selection

Confirm that the template is active, not archived, approved when required, and assigned to the correct category.

The Template Cannot Be Archived

The template may be protected, selected as a default, or assigned to an active automation.

The AI Score Is Low

Review the AI recommendations, revise the subject or message, save the changes, and run the review again.

A Link Does Not Work

Review the link address, correct the template, save the changes, and test it again before sending.

The Email Was Not Received

Review Email History, the recipient’s email address, consent status, opt-out status, eligibility, and provider delivery information.

The Email Does Not Display Correctly

Simplify the formatting and test the message in both desktop and mobile email applications.

Email Template Best Practices

  • Use a clear template name
  • Use an accurate subject line
  • Select the correct category
  • Keep the message organized and easy to read
  • Clearly identify the business
  • Use dynamic fields carefully
  • Test all links
  • Do not manually duplicate the automatic footer
  • Review the AI score and recommendations
  • Obtain message approval when required
  • Respect client consent and opt-out status
  • Duplicate before making major changes to a protected template
  • Archive outdated templates instead of deleting history
  • Test templates before using them in automation
  • Review Email History to avoid duplicate communication
  • Avoid including unnecessary sensitive information

Important

An approved Email Template does not automatically authorize an email to be sent to every client.

The template, message purpose, recipient consent, contact preferences, email-provider requirements, and current communication rules must all be considered.

AI review and Peach Suite Pro approval tools support the review process, but the business remains responsible for the content and use of every email.