Managing Email Template

The email templates module is where you will be able to view system email templates and create your own email templates. Templates can be set up in Xap via enterprise access (provider or organisation level). These templates can then be applied to each centre within your organisation as applicable. This will save time for your organisation, as you will only need to create the email template once, rather than per centre.

Actions

1. General Configuration
2. Configure Centre Email Settings (Enterprise Access)
3. User Email Templates - (custom emails, manually sent by Centre as required)
4. View & Edit System Email Templates - (Xap system emails, automatically sent)

General Configuration

There are three ways you can manage your email templates. If you manage your templates at

1. Organisation level,
2. Provider level
3. Centres (can't modify the content).

We recommend managing the email templates at Organisation level giving it a brand consistency. If you have different brands per provider, you can also manage the email templates at the provider level allowing it to be modified per provider. If you decide to manage it at centre level, you can customise each template at the centre level.

Step 1: Select settings from the left-hand menu bar.

Step 2: Select the email templates icon.

Step 3: Select general configurations

Step 4: Select Edit at the top of the screen

Step 5: Select the configuration level.

Step 6: Select save

Configure Centre Email Settings (Enterprise Access)

Step 1: Under general configurations, select the three dots on the right-hand side of the centre's name

 Step 2: Select edit.

Step 3: Make the necessary changes

Step 4 : Select save.

User Email Templates

The User Email Templates section allows you to create custom templates which you can send to guardians or staff manually at any time.

Step 1: Select the user email templates tab.

Step 2: Select the relevant subject.

Step 3*: Select the Centre name if set to Centre level configuration

Step 4: Select the green + plus button to create a new template.

Step 5: Fill in the relevant details including email template name.

Step 6: Fill in the email content (can also include hyperlinks)

Step 7: Upload supporting attachments if required

Step 8: Copy template to selected Centre/s

Step 9: Select Save.

Once you have created a template, it will be displayed as seen in the image below:

View or Edit System Email Templates:

Step 1: Select system email templates.

Step 2: Select the email section e.g. to Guardians

Step 3: Select the Centre name (if applicable)

Step 4: Select the 3-dot menu next to the system template

Step 5: Select Edit from the drop-down

Step 6: Here you can view or edit the email template.

Step 7: **Once you have made any changes, select **Save

Updated on: 09/03/2026