How To Create and Edit an Email Template

Use templates to standardise your communications and save time. Email Message Templates work really well with:

  • Learners for keeping in touch with your Learners
  • Learncycle for automating learner lifecycle management
  • uReport for individually distributing documents to a group of learners
  • Surveys for getting learner feedback
  • The Learner App for creating and managing Learner App access
  • Credentials for emailing Certificates to Learners (Note: Only available on Premium Edition and by default this feature is turned OFF. If required, Portal Admin is to turn email ON)
  • Sales Contacts for quickly responding to Sales Contacts at different stages


Create an Email Template

Wisenet provides generic templates that can be Modified, Enabled and Disabled. On the right Edition you can also add custom templates.

  1. Click Add Template
  2. Set up your template and Save

Your template will contain a mixture of:

  • Rich html formatted text (that will be the same in every email message sent with this template)
  • Placeholders for the Wisenet fields that you want in your email message such as learner name, course name
    • Placeholders have a hash symbol on either side of the field name (e.g.#Client.FirstName#).

Important Notes:

  • When an email message is created, the fixed text will stay exactly as it appears in your template, but the placeholders are replaced with values from the Wisenet record.
  • Due to how different devices and browsers handle HTML and Fonts, be mindful when you are copying text from another location as it can inject undesired HTML tags and formatting that might look okay in Wisenet and some webbased Email clients but not in others. Refer to our Email Messaging FAQ for how to see if your template has hidden HTML formatting tags.
  • Always test your email template before using it.


Edit an Email Template (if required)
  1. Navigate to Settings > Configuration > Email Templates
  2. From the list of available templates, click on the Edit Icon for the template you wish to modify
  3. The template will now open in edit mode. There are two parts of the template:

Edit the top half of the screen. You can:

  • Turn on the Is Active switch
  • Edit the Template Name and Description

Edit the Email Subject and Body in the bottom half of the screen:

  1. Choose recipients
  2. From the Placeholder dropdown, view the relevant placeholder and type the code where you wish it to appear in your email (Press CTRL+V)
    • Note: the placeholder can be added/copied in both the Body as well as the Subject line when configuring it in an email template
  3. From the Insert Media dropdown, search/select the file you want to upload
  4. Edit your email as required and click Update

Note: There is a 10,000 character limit for email messages.

Only use placeholders that are available in the dropdown list. You cannot add your own into the body of the email as it will not collect that data.

Add an Image to your Template (optional)
  1. Go to the Email Template and Edit
  2. Use the Insert Media option to insert an image
Add an Unsubscribe link (optional)

1 . In the rich text toolbar, click the HTML source code button

2 . Paste in the following text at the bottom of the page.  Substitute your own email address for the example one.


Note: To return to the normal edit mode, click the html source code button again.


If you are on our Standard Edition, while you can edit the Email Message Template content, you will not be able to change the Email Message Template name if required.  For more flexibility in customising Email Message Templates, please refer to information on our Premium Edition inclusions.