Email Templates

Write reusable email wording once, with placeholders that fill in each recipient's details. Templates are kept in Settings → Email Templates.

Creating a template

1. Go to Settings → Email Templates
2. Click New Template
3. Give it a Template Name (e.g. "Payment reminder", "Welcome message") and choose a Category
4. Write the Subject Line and the email content, with placeholders where you want details filled in
5. Use the Preview tab to check how it looks, and the Test tab to send yourself a test email
6. Click Save Template

Placeholders

Placeholders are written in double square brackets, like [[parent_name]]. Each one is replaced with real details when the email is sent. These work in every category:

• [[parent_name]] — The parent's full name
• [[child_name]] — The athlete's full name
• [[club_name]] — Your club's name

Some categories add more, such as [[team_name]] and [[monthly_fee]] for Team Assignment. The placeholder list beside the editor shows the ones for your category. Click a placeholder to copy it and insert it into your template.

AI Generate

Click AI Generate in the editor to have the AI write a template for you. Pick a category, describe what you need (e.g. "a friendly reminder for overdue fees") and it creates a draft you can edit.

Where templates are used

You can ask the AI Assistant to send a message from one of your templates. Templates are not offered in the Messages composer, and Kolva's automatic emails (payment reminders, welcome emails, session reminders and so on) have their own fixed wording. Editing a template, or choosing Set as default on it, does not change those automatic emails.