The Mail Templates module allows you to customize the emails sent by InstiKit.
Each template corresponds to a specific system event, such as account registration, password reset, fee payment, leave requests, enquiries, and many more.
Instead of modifying application code, you can update the email subject and content directly from the administration panel.
Important
Mail templates are used only when Mail Notifications are enabled and a valid mail service has been configured under Mail Configuration.
Available Templates
InstiKit includes a large collection of predefined mail templates covering the most common system events.
Examples include:
- Account Registration
- Email Verification
- Password Reset
- Employee Welcome
- Leave Requests
- Enquiry Notifications
- Complaint Notifications
- Fee Notifications
- Admission Notifications
- Examination Notifications
The list of available templates may vary depending on the modules installed and future InstiKit updates.
Editing a Template
Each template consists of two editable sections.
Subject
Specify the email subject that recipients will see in their inbox.
Example:
Welcome to ABC Public School
Content
The content editor allows you to customize the body of the email.
You may include:
- Plain text
- Rich text formatting
- Images
- Links
- Lists
- Variables (placeholders)
The editor supports formatting similar to a word processor.
Template Variables
Most templates support one or more variables.
Variables are automatically replaced with actual values when the email is generated.
Example:
##NAME##
may become:
John Smith
Similarly,
##URL##
may become the actual login or verification URL.
The list of supported variables is displayed below the editor for each template.
Note
Only use the variables listed for that particular template.
Unsupported variables will not be replaced.
Previewing a Template
Before saving your changes, you can preview how the email will appear to recipients.
The preview displays:
- Email layout
- Logo
- Header
- Footer
- Formatted content
- Buttons
- Images
- Variables (sample values)
Previewing the template helps verify formatting before sending emails to users.
Enabling or Disabling Templates
Each mail template can be individually enabled or disabled.
By default, all templates are enabled.
If a template is disabled, InstiKit will not send emails for that particular event, even if:
- Mail Notifications are enabled.
- Mail Configuration is completed.
- The related event occurs.
This allows organizations to disable notifications that are not required without affecting other email templates.
Best Practices
When customizing templates:
- Keep the subject short and meaningful.
- Use professional language.
- Do not remove required variables.
- Verify links after editing.
- Preview the email before saving.
- Keep branding consistent with your organization.
Important Notes
- Updating a template affects all future emails generated for that event.
- Previously sent emails are not modified.
- Changes take effect immediately after saving.
- Templates can be reset to their default content if required.
Saving Changes
After editing a template, click Update to save your changes.
We recommend previewing the template after every modification to ensure the email appears exactly as intended.