Open Inbox > Email Templates to control the messages PawPlacer sends during application and outcome workflows. Admins can edit templates; Privileged users can review the page without changing content.
Template Groups
The page contains 22 templates, grouped as they appear in the list.
Applicant Confirmations
- Adoption Application Received
- Foster Application Received
- Surrender Application Received
- Volunteer Application Received
Decision Messages
- Application Approved — Specific Pet
- Application Approved — Rescue-wide
- Application Approved — Original Pet Unavailable
- Application Rejected
Application Invitations
- Adoption Application Invitation, sent when a team member emails the adoption application from a pet profile
Manual Messages
- Additional Information Needed
- Meet & Greet Scheduling
- Nudge / Check-in
- Application Withdrawn — Acknowledgment
Team Notifications
- Adoption Request Received
- Foster Request Received
- Surrender Request Received
- Volunteer Request Received
Outcome Confirmations
- Adoption Complete — What's Next
- Adoption completed — team notification
- Foster Approval Confirmation
- Volunteer Approval Confirmation
- Donation Confirmation
Select a template in the list to review its subject, body, status, recipients, variables, and recent activity.
Every template starts with PawPlacer's default subject and body. Until you change a template, it is sent, tested, and shown in the editor in your organization's language. Once you edit it, it uses your wording in every language.
Editing a Template
- Select a template.
- Edit the subject and plain-text message body. Line breaks and list markers are preserved; Markdown styling is not rendered.
- Insert supported variables from the variables panel.
- Configure recipients for team notifications.
- Turn the template on to make it available. Enable Send automatically when that option is available and you want the matching workflow event to send without a manual compose step.
- Use Preview or Send Test Email before depending on it in a live workflow.
The editor flags missing required variables, variables no email can fill (such as a misspelled {{variable}}, which would send blank), and other health issues. Use the quick fixes where offered, or update the content directly. Automatic sends, Send Test Email, and emailing an adoption application invitation all refuse a template that is missing a required variable, such as the application link in the invitation.
Recipients and Sending
Team-notification templates can send to the account owner and selected members. Recipient lists can be copied between compatible team templates.
Application acknowledgments and team notifications can be queued from public submissions. The template's Send automatically switch is the only automatic-acknowledgement control; routing only chooses an optional internal channel. Foster and volunteer approval messages are also used by Inbox decisions: with Send automatically on, approving sends the saved template and records the selected application decision together; with it off, Inbox opens the editable review first. Adoption, adoption-team, and donation messages follow their related workflow actions and template settings.
If an applicant is also an account member with the same email address, PawPlacer removes that address from the team-notification recipients so the person does not receive both applicant and team copies. Other configured team recipients still receive the team notification in addition to seeing Inbox activity.
Internally created people records do not receive the external-application acknowledgment.
Preview, Test, and History
- Preview renders the template with sample values. The sample values and the text around your message, such as the reply notice, follow your organization's language as the real email does, even when you use PawPlacer in a different language.
- Send Test Email sends a test without changing a real applicant or outcome.
- Recent activity preserves sends, failures, and retry actions performed by the notification outbox. The panel labels that scope explicitly; emails sent through Inbox appear in the contact's timeline instead.
- Version history keeps the last five versions of each template, with who saved each one and when. Saves by the same person within 10 minutes count as one version; a save by someone else, or after a longer gap, starts a new one. Everyone who can open Email Templates sees the same history on any device. Restore makes a version the template's current wording straight away and always adds it to the history as a new version.
- Reset to default restores PawPlacer's default subject and body.
If a message is missing, confirm the template is enabled, Send automatically is enabled when needed, the recipient email is valid, and team recipients are configured where required. Then inspect Recent activity for automatic-delivery failures or the contact's Inbox timeline for manual and decision email.