--- id: "email-templates" lang: "en" title: "Email templates: the wording of every email" summary: "Change the wording of the emails Zero POS sends: receipts, refunds and appointment reminders for customers, and three notices for staff." area: "Settings & account" kind: "task" url: "https://zeropos.shop/help/email-templates" alternate: "https://zeropos.shop/help/email-templates?lang=es" markdown: "https://zeropos.shop/help/md/en/email-templates.md" screens: ["/backoffice/settings/email-templates"] where_to_find: ["MANAGE › Settings › Email templates"] related: ["set-up-email-sending","reprint-or-email-receipt","notifications-and-alerts","sale-options","branding-and-appearance"] updated: "2026-10-21" --- # Email templates: the wording of every email Change the wording of the emails Zero POS sends: receipts, refunds and appointment reminders for customers, and three notices for staff. [MANAGE › Settings › Email templates](https://app.zeropos.shop/backoffice/settings/email-templates) holds six emails. Three go to customers: **Sale receipt**, **Refund confirmation** and **Appointment reminder**. Three go to staff: **Daily report**, **Low stock alert** and **Payroll run prepared**. All of them leave through the email provider connected in **Integrations** ([Connect your email and set up marketing emails](https://zeropos.shop/help/set-up-email-sending)). Where to find it: MANAGE › Settings › Email templates. ## Before you start - By default owners, administrators and managers can change the templates. - An email provider is connected. Until then the screen shows **No email provider connected — set one up in** **Integrations**, and nothing really leaves. ## Steps ### Change a template 1. Open [MANAGE › Settings › Email templates](https://app.zeropos.shop/backoffice/settings/email-templates) and pick a template from the list: **ON**, **OFF** or **BY HAND** shows beside each one. 2. Change the **Subject** and the **HTML body**. - **Placeholders you can use** lists the tokens, such as {{customer.name}}, that are filled in for each email. 3. Check **Live preview**: it shows the email with sample data and your branding as you type. 4. Tap **Save**. ### Stop the automatic receipt 5. Pick **Sale receipt**. 6. Untick **Enabled** and tap **Save**. 7. A finished sale no longer emails its receipt by itself, even with **Email receipt on validate** on ([Sale options: customers, minimum prices and receipts](https://zeropos.shop/help/sale-options)). Staff can still send one with **Email** or **Send receipt**. ### Turn on the staff emails 8. Pick **Daily report**, **Low stock alert** or **Payroll run prepared**. 9. Tick **Enabled** and tap **Save**. - All three start switched off. 10. The daily report and the low stock alert go to the roles chosen for those alerts in [MANAGE › Settings › Notifications](https://app.zeropos.shop/backoffice/settings/notifications); the payroll email goes to owners, administrators and managers. > Setting needed: The two customer emails speak the shop's **Customer language** ([Languages](https://zeropos.shop/help/languages)). Until you write your own words they hold ours in that language, and **Save** keeps them ours, so they follow the language if it changes. ## What happens next - Receipts and refund confirmations use the new wording the next time one is emailed, by hand or automatically ([Print a receipt again, or email it](https://zeropos.shop/help/reprint-or-email-receipt)). - With **Enabled** ticked, the daily report goes out when a shop closes its day, the low stock alert when a product falls to its low-stock level, and the payroll email when a payroll run is prepared. - Emails already sent don't change. ## Common questions ### Does Send test send the template I'm editing? No. **Send test** sends a short test message to the address in **Preview send to**, to check that your email connection works. To see the template itself, use **Live preview**. ### How do I go back to the original wording? Tap **Reset** on the template, then **Save**. It brings back our wording in the template's language and leaves **Enabled** as it was. ### Which language are the emails in? The two customer emails are in the shop's **Customer language** ([Languages](https://zeropos.shop/help/languages)). Our wording follows it, before and after **Save**, and so does an older version of our wording saved before we rewrote it; words you write yourself go out exactly as typed. The three staff emails reach each person in the language they chose for themselves ([Your profile](https://zeropos.shop/help/your-profile)), or else the shop's **App language**, and the screen shows them in the shop's **App language**. ### Can I stop receipt emails with Enabled? Only the automatic ones: with **Enabled** off on **Sale receipt**, no sale emails its receipt by itself. A receipt someone sends with **Email** or **Send receipt** always goes, because a person asked for it. ### Why has Refund confirmation no Enabled switch? Zero POS never emails a refund by itself: a refund confirmation goes only when someone emails a credit note. So there is nothing to switch off, and the list shows **BY HAND** beside it. ### Where is the appointment reminder switched on? On [BACKOFFICE › Treatments › Reminders](https://app.zeropos.shop/backoffice/treatments/reminders), with the times it goes: **Appointment reminder** has no **Enabled** box here. It speaks the language the customer booked in, else the shop's **Customer language**, and its change-or-cancel button and stop link are added at the end if you take them out ([Send appointment reminders by email or text](https://zeropos.shop/help/appointment-reminders)). ## If you see this - “**No email provider connected — set one up in** **Integrations**” — What to do: Connect your email first: [Connect your email and set up marketing emails](https://zeropos.shop/help/set-up-email-sending). Until then emails are only logged, not sent. - “**Sent (mock — configure a provider for real delivery).**” — What to do: The test didn't really leave: no provider is connected yet ([Connect your email and set up marketing emails](https://zeropos.shop/help/set-up-email-sending)). - “**Enter a recipient email first.**” — What to do: Type an address in **Preview send to**, then tap **Send test**. ## Good to know - Keep {{lines.html}} and {{payments.html}} in the receipt's body: they bring in the items and how the sale was paid. ## Related guides - [Connect your email and set up marketing emails](https://zeropos.shop/help/md/en/set-up-email-sending.md) - [Print a receipt again, or email it](https://zeropos.shop/help/md/en/reprint-or-email-receipt.md) - [Notifications: sale alerts and other events](https://zeropos.shop/help/md/en/notifications-and-alerts.md) - [Sale options: customers, minimum prices and receipts](https://zeropos.shop/help/md/en/sale-options.md) - [Branding & appearance: logos, colours and theme](https://zeropos.shop/help/md/en/branding-and-appearance.md)