​1.What Are Email Templates?

HR360Hub can automatically send emails to employees, managers, and administrators when specific actions happen in the portal — such as a password reset, a new asset being created, or a disciplinary case being opened.

Instead of sending a plain, generic email every time, the Email Templates module lets you design and customize exactly what those emails will look like — including the subject line, the message body, and which employees receive them.

📜 Note: Think of Email Templates as pre-written letters. You write them once, and the system sends them automatically whenever they are needed with the employee's name and other details filled in automatically.

1.1. Where to Find Email Templates

Email Templates are located inside Portal Settings in the left-side navigation menu.

2.The Email Templates List

When you open Email Templates, you will see a list of all email templates currently set up in the system. The portal currently has 33 email templates spread across 4 pages .

2.1. Understanding Each Column

💡 Tip: Use the Items per page dropdown (top-left) to show more templates on one page. You can also use the Search icon (🔍) to quickly find a specific template by name.

2.2. Template Action Labels

Each template is linked to a specific action (event) in the portal. Here are the template actions you will see:

3. How to Add a New Email Template

To create a new email template, click the + Add Template button (top-right of the list page). The Add Email Template page will open with two main panels: Template Details on the left and Email Content on the right.

3.1. Step-by-Step Flow — Creating a Template

Follow these steps in order to successfully create and save an email template:

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4.  Template Details Panel (Left Side)

The Template Details panel is on the left side of the Add Email Template page. It has three fields that must be filled before writing the email content.

4.1. Field Descriptions

4.2. Variables Panel

After you select a Template Action, a Variables section automatically appears below the Template Details panel. This shows you the dynamic fields (called variables) that you can insert into your email.

📜 Note: Variables are placeholders written inside curly brackets { }. When the email is sent, the system automatically replaces them with the actual value. For example, {user_name} becomes 'Ahmed Khan'.

Common Variables and What They Insert

💡 Tip: To insert a variable into your email body, simply copy the code (e.g., {user_name}) from the Variables panel by clicking the copy icon next to it, then paste it into the message body where you want it to appear.

5. Email Content Panel (Right Side)

The Email Content panel is where you write the actual email that will be sent to employees. It has three main areas: Subject Line, CC Recipients, and Email Message Body.

5.1. Subject Line

This is the subject of the email — the first thing the recipient sees in their inbox. Keep it clear and specific.

Example: Reset Your Password –Agency VA

💡 Tip: You can use variables in the Subject Line too. For example: 'Your License Expires Soon – {company_name}' will automatically fill in the company name.

5.2. CC Recipients

If you want additional people to receive a copy of this email (other than the main recipient), enter their email addresses here. Press Enter, space or type a comma between each email address.

📜 Note: CC Recipients are optional. Leave this field empty if only the main recipient should receive the email.

5.3. Email Message Body

This is where you write the full email message. A formatting toolbar is available with the following tools:

5.4. Example: Password Reset Email Body

Here is an example of a complete email message body, as seen in the portal:

⚠️ Important: ​Do not delete the curly brackets { } when using variables. Writing {user_name} correctly will be replaced with the employee's name. Writing user_name without brackets will be sent as plain text.

5.5. Previewing Your Email

Before saving, always click the Preview Email button (top-right of the Email Content panel) to see exactly how the email will look to the recipient.

📜 Note: The preview shows the email as it will appear in an inbox — with formatting, colours, and layout applied. Variables like {user_name} will still show as placeholders in the preview unless real data is loaded.

6. Sub Template Configurations 

The Sub Template Configurations section appears at the bottom of the Add Email Template page. This feature allows you to send a second, separate version of the same email to a different recipient — such as a reporting manager, HR Director, or any other relevant person — whenever the same event is triggered for an employee.

The key distinction is:

• The main template is the email sent to the employee involved in the event.
• The sub template is a different version of the email sent to another person — typically the employee's manager or an HR stakeholder — notifying them of the same event from their perspective.

Example 1 — Leave Application: When an employee submits a leave request, the main template sends a leave confirmation email to the employee. At the same time, the sub template sends a separate notification to the employee's reporting manager, informing them that a leave request has been submitted and prompting them to take further action such as approval or rejection.

Example 2 — License Expiry: When an employee's professional licence is about to expire, the main template sends an email to the employee stating: "Your licence is expiring in X days." The sub template simultaneously sends a notification to the HR Director or reporting manager stating: "This employee's licence is expiring in X days" — so the relevant authority is also kept informed and can act accordingly.

This ensures that both the employee and the responsible stakeholder receive timely, contextually appropriate communication from the same email event — without needing to set up two separate email templates.

6.1. How to Add a Sub Template Configuration

⚠️ Important: The 'Employees' field inside a Sub Template Configuration is required — you will see the error 'At least one employee must be selected' if you try to save without choosing an employee.

📜 Note: Sub Template Configurations are optional. If you do not need country-specific or employee-specific variations, you can leave this section empty and just save the main template.

📜 Note: Sub Templates must be created in advance before they can be selected here. Ensure that the secondary recipient's version of the email (e.g., the manager notification template) has already been configured as a separate template in the system before setting up the Sub Template Configuration

7. Managing Existing Templates

7.1. How to Edit a Template

From the Email Templates list, click the pencil icon (✏️) in the Actions column of the template you want to edit. The template will open in the same Add/Edit page with all existing values pre-filled. Make your changes and click Save Changes.

7.2. How to Preview a Template

Click the eye icon (👁) in the Actions column to open the Email Live Preview for any existing template. This shows you the current email layout without opening the full edit page.

7.3. Active vs. Inactive Status

💡 Tip: If you want to temporarily stop sending a particular email (for example, during a holiday period), you can set its status to Inactive instead of deleting the template.

7.4. Searching and Filtering the List

Use these tools at the top of the Email Templates list to find templates faster:

8. Complete Process Flow Diagram

The diagram below shows the complete lifecycle of an Email Template — from creating it in the portal to the employee receiving the email in their inbox.

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9. Quick Reference Summary

Use this page as a quick reference card when working with Email Templates.

9.1. Things to Remember

9.2. Status at a Glance

9.3. Glossary of Terms