Email Templates

Open Inbox > Email Templates to control the messages PawPlacer sends during application and outcome workflows. Administrators can edit templates; Privileged users can review the page without changing content.

Template Groups

The page contains 21 templates.

Applicant acknowledgments

• Adopter Application Received
• Foster Application Received
• Surrender Application Received
• Volunteer Application Received

Team notifications

• Adopter Application: Team Notification
• Foster Application: Team Notification
• Surrender Application: Team Notification
• Volunteer Application: Team Notification

Decision messages

• Application Approved — Specific Pet
• Application Approved — Rescue-wide
• Application Approved — Original Pet Unavailable
• Application Rejected

Manual messages

• Additional Information Needed
• Meet & Greet Scheduling
• Nudge / Check-in
• Application Withdrawn — Acknowledgment

Outcome confirmations

• Adoption Confirmation
• Adoption Team Notification
• Donation Confirmation
• Foster Approval Confirmation
• Volunteer Approval Confirmation

Select a template in the list to review its subject, body, status, recipients, variables, and recent activity.

Editing a Template

1. Select a template.
2. Edit the subject and plain-text message body. Line breaks and list markers are preserved; Markdown styling is not rendered.
3. Insert supported variables from the variables panel.
4. Configure recipients for team notifications.
5. 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.
6. Use Preview or Send Test Email before depending on it in a live workflow.

The editor flags missing required variables and other health issues. Use the quick fixes where offered, or update the content directly.

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.
• 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 snapshots in the browser let you compare or restore recent editing states on that device.
• 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.