Mail templates
Start a message from a template, save your own, and share templates with everyone at your centre.
Updated 18 October 2026
Why this exists
Writing the same reply about lesson times or invoices again and again takes time and the wording drifts from person to person. Templates give you a ready start, fill in names where they can, and let your centre share wording everyone uses. Families get clear, consistent answers and you get time back.
Templates save you typing the same message again. There are three kinds:
- Starters: a set every mailbox has, such as replies about lesson times.
- Mine: templates you saved yourself.
- Shared by the centre: templates your centre shares with all staff.
Use a template
- Open a new message or a reply in Mail.
- Press Templates and pick one.
- The template fills in names where it can: the parent's first name, the student's first name, your first name and your centre's name. Anything it cannot fill shows in square brackets, such as [parent's name].
- Check the wording, replace any square-bracket gaps and send.
Save your own
- Write the message the way you want it.
- Press Templates, then Save this message as a template.
- Give it a name and press Save template.
Share with your centre
If you have the settings.edit permission, you also see Share with everyone at the centre when you save. A shared template appears under Shared by the centre for all staff.
Good to know
The mailbox will not send a message that still has a square-bracket gap until you fill it in or confirm.