Customizing Email Templates
DashboardFox sends transactional emails on your behalf — magic links, trial reminders, payment notifications, usage alerts, and more. By default these use platform-supplied templates branded with your agency's logo, colors, and company name from your White-Label settings. If you want to go further — change the wording, restructure the layout, or turn an email off entirely — you can do so per template from the Email Templates tab.
Where to find it
Log in as an Agency Owner.
Open Agency Settings from the top navigation.
Select the White Label section.
Click the Email Templates tab.
Note: Only Agency Owners can customize email templates. Billing Admins and Members do not have access to this tab.
How email templates work
Every transactional email DashboardFox sends is rendered from a template. For each agency, the system checks for a customized template first; if you haven't customized that particular type, the platform default is used. Either way, your agency's logo, colors, support email, and company name from your White-Label settings are applied automatically — you never have to hardcode those.
Template fallback order
Your custom template, if you've created one and it's enabled.
The platform default, with your branding injected.
What "disabled" means
Each template has an enable/disable toggle. When a template is disabled, no email of that type is sent — not even the platform default. This is the right control to use when you want to suppress a specific notification type entirely (for example, if you handle a particular notification through your own system via webhooks).
Template catalog
The templates available to your agency depend on whether you have any lifetime workspaces. Lifetime-related templates only appear if you do.
Authentication & account security
Sent during sign-in, account changes, and security events.
Template | When it sends |
|---|---|
| A user requests a sign-in link |
| A user requests a password reset |
| A user successfully changes their password |
| An agency team member is invited |
| An existing user is added directly to an agency team |
| A new workspace finishes onboarding |
| A workspace ownership transfer is initiated |
| A workspace ownership transfer is accepted |
| A user requests 2FA recovery |
| A user disables 2FA on their account |
| A user account is permanently deleted |
| A GDPR data export is ready to download |
| An unusual sign-in is detected |
| An account is locked after repeated failed logins |
| A security incident notice (manual trigger) |
| A user updates their consent preferences |
| Terms of service have been updated |
| Multiple failed login attempts have been detected |
Workspace lifecycle
Template | When it sends |
|---|---|
| A workspace is suspended (e.g. payment issue) |
Subscriptions & billing
Template | When it sends |
|---|---|
| A workspace trial is 3 days from expiring |
| A trial period ends without conversion |
| A subscription payment attempt fails |
| A workspace subscription is cancelled |
Usage (MAU) notifications
These notify workspace owners as their monthly active user (MAU) usage climbs.
Template | When it sends |
|---|---|
| Workspace usage reaches 80% of its MAU allowance |
| Workspace usage passes 100% of its MAU allowance |
| Workspace usage reaches 125% of its MAU allowance |
| Workspace usage stays over the allowance for two consecutive months |
Note: MAU emails are also delivered to the workspace's
customer_admin_emailwhen the workspace hasnotify_customer_adminenabled.
Lifetime deal events (lifetime workspaces only)
These only appear in your template list if at least one of your workspaces is on a lifetime plan.
Template | When it sends |
|---|---|
| A first lifetime deal code is applied to a workspace |
| An additional lifetime code is stacked onto a workspace |
| A lifetime code is revoked |
| A lifetime workspace is restored after paid sub cancellation |
| A lifetime add-on is purchased |
| A lifetime add-on is refunded |
| A user submits a review for credit |
| A review submission is approved |
| A review submission is rejected |
| A review credit is applied as an add-on |
Editing a template
From the Email Templates tab, click the template you want to customize.
Edit the Subject line and the HTML body as needed.
Click Save.
Your customized version takes effect immediately for all future sends of that event. You can revert at any time by removing the customization — the platform default will resume.
Disabling a template
To stop sending a particular email type entirely:
Click the template in the list.
Toggle the Enabled switch off.
Save.
No emails of that type will be sent to anyone until you re-enable it. This applies whether the email would have used your custom version or the platform default.
Tip: Use Disabled rather than saving an empty subject and body. Disabled is the supported way to say "don't send this" — it cleanly suppresses the email without producing a malformed message.
Using variables
Templates can include {{variable}} placeholders that are replaced with real values at send time. Some variables are always available; others are specific to each event type.
Always available
Variable | Description |
|---|---|
| Your agency's display name |
| Your agency's support email |
| Your agency logo URL |
| Your agency primary brand color |
| Your agency's website |
| The current four-digit year |
Event-specific
The variables available depend on the event. The simplest way to discover them is to view the platform default for that template — every {{placeholder}} you see is a variable you can use.
For example, the MAU usage templates expose:
Variable | Description |
|---|---|
| The workspace's display name |
| The current MAU count |
| The workspace's MAU allowance |
| Usage as an integer percentage |
| Direct link back to the workspace |
| A pre-rendered call-to-action block, branched by plan type (paid, lifetime, or trial) |
Tip: If you're heavily customizing a template, start by copying the platform default into your editor and tweak from there. That guarantees every variable the template expects is in place.
White-label discipline
When you write your own template copy, prefer the {{company_name}} variable over typing your agency name directly. This keeps your templates portable in case your company name ever changes, and ensures consistency with the rest of your branding. The same applies to {{support_email}} — using the variable means future support address changes propagate automatically across every email.
Tips & best practices
Test before going live. When you save a customized template, the next real send will use your version. If you're making large changes, consider triggering a real event against a controlled test workspace first to confirm rendering.
Keep subject lines short. Most email clients truncate subjects beyond 50–60 characters on mobile.
Use plain language. Transactional emails should be clear and direct. Save marketing flourishes for marketing campaigns.
Respect the variables. If a template offers {{workspace_name}}, use it — don't hardcode a specific workspace name. The same template renders for every workspace in your agency.
Treat {{cta_html}} as one block. For MAU usage templates, the call-to-action block is pre-built per recipient (different copy for paid plans, lifetime plans, and trials). Inserting your own static CTA there will replace that plan-aware branching — only do it if you don't need it.
Use Disabled rather than Empty. If you want to suppress a specific email entirely, toggle it off rather than saving a blank template. Disabled is the supported, reliable way to say "don't send this."
Related
Outbound Webhooks — receive the same events in your external systems for custom processing.
White Label → Branding — controls logo, colors, and company name that get injected into every template automatically.
White Label → Email Provider — controls the SMTP/sending account that delivers these emails.