Overview
Email notifications help you communicate professionally with your customers when important business events happen in your space. Easy Space provides customizable email templates that are sent automatically when customers sign up, make payments, purchase memberships, and more.
Key Benefits:
Professional, branded emails that represent your business
Automatic delivery when business events occur
Fully customizable content and design with rich text editor
Mobile-responsive templates that work on all devices
Professional defaults that work immediately without setup
Important: These emails are sent to your customers, not to you. You control which events trigger emails - customers have no control over this.
Accessing Email Notification Settings
Navigate to Settings: Go to Space Settings > Email Notifications
View Available Templates: See all customer email events organized by category
Enable/Disable: Use toggle switches to control which events send emails
Customize Templates: Click "Customize Template" to personalize content
Available Email Templates
Easy Space provides professional email templates for these core business events:
Membership Events
Membership Purchased: Confirmation when customers buy memberships
Membership Activated: Welcome email when memberships become active
Payment Events
Payment Pending: Instructions when payments require customer action
Default State: All email notifications are disabled by default. You must enable each event type you want to use.
How the Template System Works
Easy Space uses a "hardcoded defaults with custom overrides" architecture:
Professional Defaults
Instant availability: Professional templates work immediately without any setup
Your branding: Space logo and name are automatically included
Mobile-responsive: All templates work perfectly on phones and computers
Email-safe design: Tested across all major email clients
Custom Overrides
Optional customization: Change templates only if you want to
Gradual changes: Customize one template at a time
Fallback safety: Always works even if customization fails
Reset anytime: Return to professional defaults instantly
Enabling Email Templates
Using Toggle Switches
Find the Event: Locate the event type you want to enable
Toggle On: Click the switch to enable email sending for that event
Automatic Save: Changes are saved immediately
Test First: Consider sending a test email before enabling
Recommended Starting Templates
For new spaces, we recommend enabling these templates first:
Payment Pending: Critical for helping customers complete payments
Customer Created: Welcome new customers professionally
Membership Activated: Celebrate when memberships become active
Customizing Email Templates
Each template can be fully customized to match your brand and communication style:
Template Editor Features
Rich Text Editing: Format text with bold, italics, headings, and lists
Variable Insertion: Add dynamic content like customer names and payment details
Image Upload: Include your logo and other brand images
Link Management: Add links to your website and member portal
Live Preview: See exactly how emails will look on desktop and mobile
Professional Layout System
Automatic logo: Your space logo is included automatically in all emails
Consistent header/footer: Professional design across all communications
Mobile-responsive: Perfect display on all devices
Email-safe styling: Works in all email clients
Using Template Variables
Template variables automatically insert customer-specific information into your emails. The system supports multiple variable types:
Basic Variables
###{{customerName}}: Customer's full name
###{{spaceName}}: Your coworking space name
###{{amount}}: Payment amount
###{{currency}}: Currency (USD, EUR, etc.)
###{{membershipName}}: Name of membership plan
###{{itemName}}: Name of purchased item
Composite Variables
###{{paymentMethod}}: Automatically combines payment method with description when available
Example: "Bank Transfer (Direct bank transfer - may take 1-3 business days)"
Conditional Section Variables
###{{paymentInstructionsSection}}: Shows styled payment instructions only when instructions exist
###{{detailedInstructionsSection}}: Shows additional details section only when details exist
These create clean emails by hiding empty sections automatically
Fallback Syntax
###{{customerName || "Valued Customer"}}: Shows fallback text when variable is empty
###{{membershipName || "your membership"}}: Graceful fallbacks for optional data
Testing Your Templates
Before enabling customer emails, test them to ensure they look professional:
Using Live Preview
Desktop View: See how templates look on computers
Mobile View: Check appearance on phones and tablets
Real Data: Preview shows actual data from your space
Variable Check: Ensure all variables display correctly
Sending Test Emails
Open Template Editor: Go to the template you want to test
Click Send Test: Use the "Send Test" button in the editor
Check Your Email: Test email is sent to your account email address
Review Results: Check formatting, links, and variable rendering
Getting Started Guide
Initial Setup (5 minutes)
Go to Email Notifications: Space Settings > Email Notifications
Enable Payment Pending: Turn on this critical template first
Send Test Email: Click "Customize Template" then "Send Test"
Check Your Email: Review how it looks and make adjustments if needed
Expanding Your Setup
Enable Welcome Email: Turn on "Customer Created" template
Customize Content: Add your space's personality to the messages
Add Membership Emails: Enable "Membership Activated" for celebrations
Monitor Performance: Watch for customer questions or feedback
Troubleshooting
Customers Not Receiving Emails
Check Template Status: Ensure the email template is enabled
Verify Email Addresses: Confirm customer email addresses are correct
Check Spam Folders: Ask customers to check spam/junk folders
Test Templates: Send test emails to confirm they work
Template Customization Problems
Use Live Preview: Check formatting before saving
Variable Spelling: Ensure all variables are spelled correctly with proper brackets
Mobile Testing: Test templates on both desktop and mobile views
Reset to Default: Use "Reset to Default" if customization fails
Important Notes
Space Manager Control: Only you decide which events send emails - customers have no control
Professional Branding: All emails automatically include your space logo and styling
Disabled by Default: You must enable each email type you want to use
Instant Delivery: Emails are sent immediately when business events occur
Fallback Architecture: System always works with professional defaults
Data Security: All email content and preferences are stored securely