Settings > Emails is where you customize every automated email the platform sends to your clients, your team and your affiliates — including the event notifications your clients receive — and where you check the history of what was sent.
Finding a Template
The Two Tabs and the Filters
The page has two tabs in the top right: Templates and History. Under the tabs, four badges filter the template list: All, Agency, Client and Notifications. The list isn't ordered by date — it's ordered by importance, with the emails that matter most to your clients first, and the technical warnings last.
What Each Card Shows
Every template is a card with its name, an info icon explaining when that email goes out, and the current Sender, Subject and Text. Cards for the transactional emails also carry an on/off badge in the top right corner; notification cards don't, because their switch isn't yours (see Client Notifications below). At the bottom of each card sit Edit and Test template.
Editing an Email
The Edit Panel
Click Edit on any template to open Edit template. You can edit its Sender (up to 100 characters), Subject (up to 200) and Text (up to 10,000). Most templates also have an Enabled switch at the top of the panel; the ones that are always sent, and the notifications, don't show it.
Plain Text Only
The body is plain text: the platform builds the HTML email around it for you, and any HTML tags you type are stripped out. The card shows you a live preview of the result.
Variables
Variables are written in double curly braces, with no spaces inside them. `{{brandName}}` is your brand name and can be used in the sender, the subject and the text, as many times as you like. Every other variable can be inserted once per email.
The editor offers you the variables that particular template supports, each under a plain-English label, so you don't have to remember the names. `{{loginLink}}` (Login Button) inserts a ready-to-use login link and `{{resetLink}}` (Reset Button) a password reset link. The commission email has Sale Name and Commission Amount. Notifications have their own set — Business Name, Reviewer Name, Customer Name, Rating, Platform, Review Text, AI Reply, AI Caption, Feedback Text, Reviews Summary, the four blocks of the monthly report, the article fields, Limit Usage and Days — and on a notification the subject line can take Business Name as well as your brand name, so you can write something like "New review for {{locationName}}".
A variable a template doesn't support is left in the email exactly as you typed it, so only use the ones the editor offers. The welcome and password reset templates — for clients, for your team and for sales partners — can't be saved without the variable they depend on.
Testing a Template
Test template opens Send a test email; click Send and that email goes to the address on your own account, so you can see exactly how it looks. The test arrives fully rendered — your branding, a working button, and realistic sample values in place of every variable, so a notification about a review shows an actual review instead of placeholders. Test emails are sent even when the template is switched off, and they appear in the history like any other.
Your Brand Around Every Email
The Branded Layout
Every email that leaves on your behalf — transactional emails to clients, messages to your team, notifications to your clients, and your own test emails — goes out wrapped in your brand: a header band in your brand color with your logo on it, the text in your brand font, and a footer with your brand name and links to the platform, plus your privacy policy and terms if you've set them. Links inside the text are colored in your brand color. The design comes from Brand > Software, so there's nothing extra to configure here.
If your logo doesn't load in the recipient's email program — which is common — your brand name is shown in its place, so the email never arrives looking anonymous.
The Subject on Top
The subject line is repeated in bold above the text of the email. Someone opening it on a phone no longer sees the subject once they're inside the message, so repeating it says immediately what the email is about.
The Login Button
Wherever you put a login or reset link in the text, it's rendered as a button instead of a long address, using the corner radius you set with Radius in Brand > Software. If the link sits inside a sentence, the sentence stays and the button goes underneath it. The wording on the button stays in English — Login, or Reset Password on the password emails — because one badly translated word reads worse than one untranslated word.
Client Emails
The Templates You Can Customize
- The welcome email, sent when a client signs up — whether they sign up themselves, or you add them yourself and choose to send it.
- The password reset email.
- Trial ending soon, sent 3 days before a paid plan's trial ends. This one comes from Stripe's own advance notice, so it only applies to clients on a Stripe plan.
- An email for when the trial ends and the payment succeeds, and another for when the trial ends and the payment fails.
- Emails sent 3 days and 7 days after sign-up.
- Charge succeeded and Charge failed, sent when a payment goes through or fails.
Which Ones Start Switched On
Only the welcome and password reset emails are enabled by default. Everything else — the trial emails, the follow-ups after sign-up and the payment notifications — starts switched off, so if you want them you have to turn them on.
A Requirement Worth Knowing
Client emails that contain a login link need your white-label domain to be connected and verified. Until it is, those emails are skipped rather than sent with a broken link, so connect your domain before relying on them.
The Delayed Ones
The 3-day and 7-day follow-ups are scheduled at sign-up and sent later. If by then the client has been deleted or deactivated, the email is dropped.
Client Notifications
What They Are
Notifications are the emails your clients get when something happens in their account — a new review, a daily summary, an article going live. They sit in the same list as the transactional emails, under the Notifications filter, and you can rewrite their sender, subject and text exactly the same way.
The Full List
In the order the page shows them:
- New Review Received — sent when a new Google review arrives. It's the Google connection that triggers it, so it won't fire for reviews collected on other platforms.
- Reviews Daily Summary — once a day, with the reviews and feedback received in the last 24 hours.
- New Private Feedback — a customer left private feedback instead of a public review.
- Monthly Sentiment Analysis — once a month, with the sentiment analysis of their reviews.
- Automated Review Reply — the AI replied to a review on their behalf.
- Automated Social Sharing — the AI shared one of their reviews on social media.
- New Article Published — a blog article went live on their site.
- New Article Planned — the GEO Agent planned a new blog article.
- New Video Testimonial — a customer recorded a video testimonial.
- No Reviews for 7 Days and No Reviews for 14 Days — no new review or feedback has arrived for that long. Private feedback counts, and a location younger than the threshold gets nothing.
- Monthly Limit Almost Reached — they're close to one of the monthly limits of their plan: it goes out when usage crosses 80% of the limit.
- Monthly Limit Reached — one of the monthly limits is used up. The two limit emails cover SMS, Email, WhatsApp and AI Tokens, and each one is sent once per limit, at the moment the counter crosses the threshold.
- Google Connection Expired — their Google connection needs to be restored.
No On/Off Switch Here
You can't switch a notification on or off, and that's deliberate: it's each client who chooses which notifications to receive, from their own settings. Your job here is only the wording. The Monthly Limit and No Reviews notifications are new, and like every notification they only reach clients who have turned them on.
Your Text Replaces the Translation
Until you save a change to a notification, it goes out in the platform's own text, translated into the client's language. The moment you rewrite one, your version is what every client on your platform receives, in the language you wrote it in. So a notification you edit stops being translated — worth knowing if your clients don't all share a language.
A few parts of a notification are never translated, because translating them would make them worse: the daily summary is a plain list of platform names and counts ("Google: 3"), the monthly report blocks come from the AI in the language of the reviews, and the button wording stays in English.
Team and Affiliate Emails
Your Team
For your own team members there's a welcome email, sent when you add someone, and a password reset email.
Your Affiliates
Affiliates have their own welcome and password reset emails, plus a commission earned email, sent when a new commission is recorded for them. That last one starts switched off, and it's the only template that uses the `{{saleName}}` and `{{commissionAmount}}` variables. Note that it only shows up under the All filter, not under Agency or Client.
Welcome vs. Password Reset Emails
The welcome emails respect their on/off switch: turn one off and invited people receive nothing at all, so you'll have to send them their login link yourself. Password reset emails are always sent regardless of the switch, because someone locked out of their account has to be able to get back in.
Email History
Where to Find It
History, the second tab in the top right, logs every email the platform has attempted to send on your behalf — the transactional emails to clients, team members and affiliates, the notifications your clients received, the Campaign emails you write from the Clients page, including the ones that failed and the test emails you sent yourself.
What Each Entry Shows
Each entry shows the category, the delivery status, the date, the subject, who it was sent from and to, and the full text that went out. For a notification, that's the text actually delivered — your rewritten version if you've edited it, the translated one if you haven't.
How the Status Is Updated
Statuses come from the email provider and are checked shortly after sending, then once more a little later if the outcome isn't final yet. You'll see values such as delivered, sent, processing, rejected, delivery failed or sending failed. Because the check happens a few minutes after the send, an email you just triggered may sit on a non-final status for a short while.
Your Own Sending Address
If you've connected your own SMTP under Brand > SMTP and it's active, these emails go out through your own email account. Otherwise the platform sends them for you, from its fallback address, with your brand name as the visible sender. See the Connect SMTP article.