Customizing Emails

Email customization lets you replace the default HeadshotPro copy with your own wording on the emails your team members receive — invites, reminders, shoot-ready notifications, and more. The emails still send from HeadshotPro infrastructure, but the voice, tone, and content match your organization.

This is an Enterprise feature. Contact sales at sales@headshotpro.com to unlock it for your organization.

How it works

1. Go to Admin > Settings and open the Emails tab.
2. The left card sets organization-wide defaults — currently the Logo width used in the email header. Your company logo is pulled from Organization data; upload or change it there.
3. The right card lists every customizable email with a Default or Custom badge. Click Edit on the one you want to change.
4. In the editor, update the Subject, Title (the heading shown at the top of the email body), and Body.
5. Use the Available variables panel on the right to insert tokens like {{firstName}} or {{organizationName}}. Click any token to copy it, then paste it into the subject or body. Tokens are replaced with real values when the email is sent.
6. The preview pane updates as you type so you can see exactly what the recipient will get.
7. Click Save changes. The email's status flips to Custom and shows who edited it last.
8. To go back to the HeadshotPro default at any time, open the email and click Reset to default.

Good to know

• The Emails tab only appears for organizations on an Enterprise plan with email customization unlocked. If you don't see it, contact sales at sales@headshotpro.com.
• Subjects are capped at 200 characters, titles at 200 characters, and bodies at 5,000 characters.
• Some variables are marked required. The email won't save until those tokens are present in the body — without them, recipients can't take the action the email is asking for (such as accepting an invite).
• Line breaks in the body become paragraphs. A small set of basic HTML tags is allowed (<p>, <a>, <strong>, <em>, <b>, <i>, <u>, <br>, <ul>, <ol>, <li>, <h1>–<h3>, <blockquote>); anything else is stripped automatically.
• Your company logo and logo width apply to every customized email. Upload the logo from Admin > Settings > Organization data.
• Resetting an email is immediate and discards your custom subject, title, and body for that template.
• Customization is per-organization. Changes apply to every member of your org and don't affect other organizations.

Related

• Organization Settings
• Inviting Members
• Roles and Permissions