Admin: Templates Text and Subscription Management

Templates Text is where you create the email templates your team uses with customers. Subscription Management shows every Analytics report subscription in your company. To open either one, go to Admin and click it in the sidebar.

In this article

Templates Text
Create or edit a template
Merge fields
Turn off or delete a template
Subscription Management
Change or stop a subscription

Templates Text

Templates show up anywhere your team can email a customer, like from a photo on the Floorboard or from the Contact Manager. Salespeople pick a template, and it fills in the email for them.

Column	What it shows
Description	The template name your team sees
Sort Order	Where the template shows in the list
Active	Whether your team can use it

👉 Admin: Overview (https://help.trakwell.ai/knowledge-base/admin-overview#table-tools)

Create or edit a template

Click Create, or click the Edit icon on a template.
Fill in the fields:

Field	What it does
Description	The template name your team sees (required)
Email Subject	The subject line of the email (required)
Sort Order	Where the template shows in the list (optional)
Active	Yes: your team can use it. No: it’s hidden.
Email Text	The body of the email

Write your email in Email Text. Add merge fields wherever you want info to fill in (see below).
Click Preview to see how it looks.
Click Create (or Apply Changes when editing).

The Email Text box has three views:

View	What it’s for
Rich Text	Write and format your email, with tools for fonts, colors, lists, tables, links, and images
HTML	Edit the email’s HTML directly
Preview	See how the email will look

💡 Tip: Set a template’s Active to No while you work on it. Turn it on when it’s ready.

Merge fields

Merge fields fill in info automatically when the email is sent, like the customer’s first name. Click a merge field above the Email Text box to add it.

The start of each merge field tells you where the info comes from:

Starts with	Info about
co-	Your company
cu-	The customer
sa-	The salesperson
st-	The store
de-	The department
dt-	The date
logo-	Your logo

A few common ones:

Merge field	Fills in
`[[cu-first]]`	The customer’s first name
`[[sa-name]]`	The salesperson’s name
`[[sa-email]]`	The salesperson’s email
`[[store]]`	The store name
`[[st-phone1]]`	The store’s phone number
`[[company]]`	Your company name

For example, “Hi [[cu-first]], thanks for visiting [[store]] today!” becomes “Hi Jordan, thanks for visiting North Store today!”

📝 Note: Use merge fields in the Email Text only, not the Email Subject.

Turn off or delete a template

To turn off a template, edit it, set Active to No, and click Apply Changes. Your team won’t see it, but you can turn it back on anytime.

To delete a template, click the Delete icon on the template, or click Delete while editing it.

⚠️ Caution: Deleting a template removes it for good. If you might use it again, turn it off instead.

Subscription Management

Subscription Management lists every Analytics report subscription in your company. People set these up with the Subscribe button on Analytics reports.

👉 Analytics: Using Report Tools (https://help.trakwell.ai/knowledge-base/analytics-report-tools#subscribe)

Column	What it shows
User Report	The name the person gave the subscription
Trakwell Report	Which Analytics report it sends
Email To	Who gets the email
Past Days	How many days of data each email covers
Created By	Who set it up
Created Date	When it was set up
Active	Whether it’s still being sent

For example, if Past Days is 3, each daily email covers the last three days.

Change or stop a subscription

Company admins and company managers can change or stop any subscription.

Click the Edit icon on the subscription.
Make your changes:
- To stop sending it, turn off Active.
- To stop sending it to someone, remove their email from Email To.
Save your changes.

Still have questions? Call or text us at 833-503-9934, email support@trakwell.ai, or submit a ticket.