WaitlistCare sends automated emails to contacts on your waitlist. Customize these templates to match your organization’s voice.
Accessing Email Templates
- Go to Configure → Email Templates
- View all available templates
Available Templates
Welcome Email
Sent automatically when someone joins the waitlist.
- Confirms they’re on the waitlist
- Shows their position
- Provides a link to check their status
Reminder Email
Sent periodically to keep contacts engaged.
- Reminds them of their waitlist status
- Prompts them to update info if needed
- Allows them to remove themselves if no longer needed
Position Update Email
Sent when you manually notify families about position changes.
- Shows their current position
- Links to their status page
Editing Templates
Each template has three customizable sections:
- Subject — The email subject line
- Greeting — Opening message after “Hello [name],”
- Closing — Message before the status button
The Reminder template also has a Main Message field for additional context.
Available Placeholders
Use these placeholders in your templates — they’ll be replaced with actual values when emails are sent:
| Placeholder | Description |
|---|---|
{{primaryName}} | Person on the waitlist (child, patient, client) |
{{recipientName}} | Email recipient’s name |
{{organizationName}} | Your organization name |
{{locationName}} | Location name |
{{position}} | Current position number |
Tip: The greeting automatically starts with "Hello {{recipientName}}," so you don't need to include it in your template.
Previewing Templates
Before saving, preview how the email will look:
- Click Preview Email
- See the email with sample data filled in
- Check that your placeholders work correctly
- Make adjustments if needed
Resetting to Defaults
If you want to start over:
- Click Reset to Default on any template
- Confirm the reset
- The template returns to the original text
Best Practices
Keep it Personal
- Reference
{{primaryName}}to personalize the message - Mention
{{locationName}}when relevant
Be Clear
- State the purpose in the greeting
- Keep messages concise
- Provide clear next steps in the closing
Stay Consistent
- Use a consistent tone across all templates
- Match your organization’s communication style
Tip: Keep emails brief. Families appreciate short, clear communication.
Enabling/Disabling Emails
Control which emails are sent:
- Go to Configure → Notifications
- Toggle Welcome Email on or off
- Toggle Reminder Emails on or off
- Set reminder frequency (minimum 30 days)
Position update emails are sent manually when you choose to notify contacts — see Sending Notifications.
Reply-To Address
Set a reply-to email so recipients can respond:
- Go to Configure → Notifications
- Enter your preferred email in Reply-To Email Address
- Replies will go to this address
Email Appearance
All emails include:
- Your organization name in the header
- Your organization’s brand color (set in Organization Settings)
- Mobile-friendly formatting
- A “View Waitlist Status” button
Tip: Set your brand color in Organization Settings to match your visual identity across emails and public pages.
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