Creating and editing email templates in AllPay

Objectives:

It's easy to create reusable email templates within AllPay to streamline your communication with employees. These templates let you send email to an employee through AllPay and ensure all communication is captured on the employee's record.

Learn how to create the templates that you can then use to send email to an employee.

What's in this article?

Directions for where to find and how to create email templates in AllPay, as well as how to edit existing templates.

💡Good to know: There are multiple ways to send communications to employees with AllPay. For example, you can send text messages to employees, as well as send a mass email to a group of employees. This guide focuses on creating the templates you can use to send email to an employee through AllPay.

AllianceHCM tips: Keep an eye out for tips from our experts!

Creating email templates in AllPay

1. Log into AllPay. From the dashboard, click on Configuration from the left menu.
2. Hover to open the Application Configuration menu and select Email Templates.
3. Select any email in the Email Templates table and then scroll to see its details in the Email Template and Email Body sections.
4. To create a new template, click on the Add New button at the top right of the table.
5. Select a Template Type from the dropdown menu, and then give it a Template Name, Description, and Subject.
6. In the Email Body section, use the HTML Content tab to create the email. Use the Insert Field dropdown at the bottom of the composition area to have the email automatically fill data when it sends.
   AllianceHCM tip: Click on the Text Content tab and check the box for Automatically Generate Text Content if you'd like the email to also create an SMS text message version.
7. When you're done composing the email, click on the Save button at the top right of the table. At this point, you'll be able to see the text message version of the email in the Email Body section in the Text Content tab if you checked the box for the content to automatically generate.
   AllianceHCM tip: If the text message version is too long, use the Help Me Shorten This button to get a suggested text-message-ready version of the copy, which you can also edit.
8. To see a preview of your email before you use the template, click on the Preview button at the top of the templates table. It will open a preview in a pop-up window.
9. To edit an existing email template, simply select it from the Email Templates table, make any necessary changes in the Email Template and Email Body sections, and then Save.
   AllianceHCM tip: See this guide to learn how to put the email templates into action and send email to an employee through AllPay.

From the dashboard, click on Configuration

From the Application Configuration menu select Email Templates

From the Email Templates table, click on a template and scroll to see details in the Email Template and Email Body sections

Click on Add New to create a new email template

Select a Template Type from the dropdown

Fill out the other fields and use the Insert Field dropdown to automatically populate fields

When your Email Body is complete, click on Save

Text Content can automatically generate if you tick the box

Click on Preview to see the email template