Email Integration & Templates

ClientFlow's built-in email system helps you communicate professionally with clients through branded emails, automated notifications, and customizable templates. This guide covers configuration, template management, and delivery tracking.

Overview

Email is a core communication channel in ClientFlow. The platform sends emails for appointment confirmations, payment receipts, invoice delivery, intake form submissions, and more. Every email uses your business branding and can be customized to match your communication style.

Key email capabilities:

• Branded emails — Your logo, colors, and business name on every email
• Template library — Pre-built templates for common scenarios
• Custom templates — Create your own with variable substitution
• Automated sends — Trigger emails based on events (appointment created, payment received, etc.)
• Delivery tracking — See when emails are sent and delivered
• Multi-language — Templates in 19 languages matching your client's preference

Email Configuration

ClientFlow handles email delivery automatically — there is no SMTP server to configure. Emails are sent from a dedicated sending infrastructure with proper SPF, DKIM, and DMARC records to maximize deliverability.

Sender Identity

Configure how your emails appear in client inboxes:

1. Go to Settings → Business → Email Settings
2. Set your Sender Name (e.g., "Sarah's Yoga Studio")
3. Set your Reply-To Address — when clients reply, the email goes to this address
4. Upload your Logo for email headers (recommended: 200x60px PNG)
5. Choose your Brand Color for email accent elements

Email Footer Settings

All emails include a footer with your business information. This is required for compliance and helps build trust. Configure the footer in the same settings page:

• Business address — Physical address (required by anti-spam laws)
• Phone number — Optional contact number
• Social links — Links to your social media profiles
• Unsubscribe link — Automatically included for marketing emails

Template Library

ClientFlow includes a library of professionally designed email templates covering the most common business communication needs. Each template is available in all 19 supported languages.

Built-in Templates

Template	Trigger	Description
Appointment Confirmation	Appointment created	Confirms date, time, location, and service details
Appointment Reminder	Scheduled (24h / 1h before)	Reminds client of upcoming appointment
Appointment Cancelled	Appointment cancelled	Notifies client of cancellation
Payment Receipt	Payment marked as paid	Sends receipt with payment details
Payment Reminder	Scheduled (before/after due date)	Reminds client of upcoming or overdue payment
Invoice	Invoice sent	Delivers invoice as PDF attachment
Welcome Email	New client added	Welcomes new client to your practice
Intake Form Request	Form sent to client	Sends link to complete intake form
Intake Form Received	Form submitted	Confirms successful form submission

Custom Templates

Create your own email templates for scenarios not covered by the built-in library. Custom templates support dynamic variables that are automatically filled with client and appointment data.

Creating a Custom Template

1. Go to Dashboard → Templates → Email Templates
2. Click Create Template
3. Enter a template name (for internal reference)
4. Write your subject line (supports variables)
5. Design your email body using the visual editor
6. Insert variables from the variable picker
7. Preview the email with sample data
8. Save as draft or publish

Available Variables

Variable	Description	Example Output
{client_name}	Client's full name	John Smith
{client_first_name}	Client's first name	John
{business_name}	Your business name	Sarah's Studio
{appointment_date}	Appointment date	March 25, 2026
{appointment_time}	Appointment time	2:30 PM
{service_name}	Service booked	Deep Tissue Massage
{payment_amount}	Payment amount with currency	$150.00
{invoice_number}	Invoice reference number	INV-2026-0042
{due_date}	Payment due date	April 1, 2026

Template Best Practices

• Keep subject lines under 50 characters for mobile readability
• Use the client's first name for a personal touch
• Include a clear call-to-action (e.g., "Confirm your appointment")
• Test your template with the preview function before publishing
• Avoid excessive images — some email clients block them by default

Tracking Delivery

ClientFlow tracks the delivery status of every email sent from your account. View delivery reports at Dashboard → Templates → Email Log.

Delivery Statuses

• Queued — Email is waiting to be sent
• Sent — Email has been accepted by the recipient's mail server
• Delivered — Email was successfully delivered to the inbox
• Bounced — Email could not be delivered (invalid address, full inbox, etc.)
• Failed — A system error prevented sending

Handling Bounces

When an email bounces, ClientFlow records the reason and flags the client's email address. Repeated bounces (hard bounces) will prevent future sends to that address until the email is updated. You can view bounced addresses in the email log and correct them from the client's profile.

Automated Emails

Automated emails are triggered by events in ClientFlow. You can enable or disable each automated email type and customize when they are sent.

Configuring Automation

Go to Settings → Notifications → Email Automation to configure:

• Appointment confirmations — Toggle on/off, sent immediately when appointment is created
• Appointment reminders — Choose timing: 24 hours, 2 hours, or 1 hour before
• Payment reminders — Set days before and after due date
• Welcome emails — Automatically sent when a new client is added
• Follow-up emails — Sent after appointment completion (configurable delay)
• Intake form requests — Sent when you assign a form to a client

Email Scheduling

Automated emails respect your working hours and time zone settings. Emails triggered outside business hours are queued and sent at the start of the next business day, unless marked as urgent (appointment reminders within 2 hours are always sent immediately).

Troubleshooting

Common Issues

Problem	Cause	Solution
Emails going to spam	Missing sender configuration	Complete all sender identity fields including business address
Variables showing as raw text	Incorrect variable syntax	Use curly braces: {client_name} not {{client_name}}
Client not receiving emails	Email address bouncing	Check the email log for bounce reasons; verify client email
Automated email not sending	Automation disabled or misconfigured	Check Settings → Notifications → Email Automation
Logo not appearing	Image blocked by email client	This is normal behavior; include alt text for the logo image
Wrong language in email	Client language preference not set	Set the client's preferred language in their profile

Email Deliverability Tips

• Always use a recognizable sender name (your business name)
• Keep your contact list clean — remove invalid addresses promptly
• Avoid spam trigger words in subject lines ("FREE", "ACT NOW", "URGENT")
• Send consistently — sudden spikes in volume can trigger spam filters
• Include a text version of your email (ClientFlow does this automatically)