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Can I edit the automated system notifications?

Edit an Automated Message Center Template

Also searched as: change invoice email wording, edit system email template, customize automated messages

Overview

Automated Message Center Templates provide the content of messages the system sends automatically to support software features — invoicing, Member registration, and password resets. You can edit or reset their content, but you cannot create new ones or delete them.

Important: If you deactivate an Automated Template, you also deactivate the feature that uses it. See "Activate or Deactivate a Message Center Template" for details.

 How to Open an Automated Template for Editing

  1. Click on the Message Center tab, then Templates.
  2. Stay on (or click) the Automated tab.
  3. Click on the template's row to expand it, revealing its Actions area.
  4. Click the three-dots menu and choose Edit.

 Required and Standard Elements

  • Template Name (required) — The template's internal title, not visible to recipients.
  • Subject (required) — Appears on the actual message in a recipient's inbox.
  • Heading (optional) — Larger type above the Body.
  • Body (optional) — The overall message content.

Both Heading and Body are optional, but a message without them may not offer much value.

 Static and Dynamic Fields

  • Static items (Heading, Body, Button, Image) add content modules.
  • Dynamic variables insert recipient-specific text into a Static module.
  • General variables (Organization Name, Member First Name, Member Last Name, Member Email) also work in Custom Templates.
  • Invoice variables (Due Name, Invoice ID, Invoice Due Date, Invoice Late Date) only function on dues-related Automated Templates.

### Add a Static Module

  1. Drag and drop a module from the Static list into the editing window.
  2. Drag a module up or down to change its order.
  3. Click the pencil icon to edit, or the trash-can icon to delete.

### Add a Dynamic Variable

  1. Click the pencil icon to edit a Static module (e.g., Subject or Heading).
  2. Drag and drop the Dynamic variable into the text area.
  3. Click Done to save, or Cancel to discard.

 Editing Each Module Type

  • Subject — Plain text entry; click Done or Cancel.
  • Heading — Full formatting toolbar (same as Site Setup and Message Filtered Members).
  • Body — Same toolbar as Heading; holds most of the message content.
  • Button (optional) — On Custom Templates you can edit the button label and URL. On Automated Templates, buttons that link to system destinations are not editable and are not shown in the Template Editor.
  • Image (optional) — Click Browse to upload a GIF, JPG, or PNG. Click Remove Image to remove just the photo, or the trash-can icon to remove the whole module.

Example: The "Invoice Late" Automated Template's Subject reads "$MemberFirstName, your invoice from $OrganizationName is now late." When sent, the system replaces the variables with each recipient's actual name and community name — e.g., "Jane, your invoice from Covington Cove is now late." The message also includes a non-editable "View Site" button and an attached invoice PDF, neither of which appear in the Template Editor as editable elements.

 How to Save Your Changes

Click Save at the top of the template-editing window. Click Cancel to discard your changes and close the template without saving.

To undo all your edits and restore the template's original content, see "Reset an Automated Message Center Template."