Editing message templates

Most of Managerʼs system messages wonʼt need to be changed often. Before you send any of them for the first time, though, youʼll need to add your company logo and set up the text and format to suit your needs. To do this, you edit the message template. As your needs change, you can update the template at any time in the same way.

System message templates are entries in the Job Queue list. To locate one, search the list for a job whose Subject matches the name in one of the tables at On-demand reports or Automatic messages and reports.

To begin editing a template, open its record in the Job Queue – Data Entry dialog. Here you can change the settings as needed. Settings on the General and Filename tabs are described at Job Queue Data Entry.

Changing the schedule

Every template job runs on a schedule that is defined on the Schedule tab. You can modify these settings to reschedule the job.

To start or stop a job immediately:

  1. In the Job Queue, select the job you want to start or stop.

  2. From the Actions menu (or the right-click menu), choose Status.

  3. Choose Run Now (to start the job) or Completed (to stop it).


On the Options tab, Begin Date and Finish Date set the range of dates between which the system will create and send the report, following the periodic schedule defined on the Schedule tab.

Note: Begin Date and Finish Date must be expressed here in the format yyyy/mm/dd, for example '2019/06/10.'

HTML Surround lets you choose an option for displaying your company logo and signature. (Logo and signature text are specified in the Merchant record.) To create the entire message from your own HTML code, choose 'Raw HTML.'

Editing the distribution list

Manager sends report results by e-mail to the club administrator and a list of recipients you specify; you can edit the distribution list.

To edit the distribution list:

  1. Open the job you want to edit in the Job Queue – Data Entry dialog.

  2. On the To/From/Cc/Bcc tab, change or add e-mail addresses in the corresponding fields. Separate multiple addresses with semicolons.

  3. Click Save.

Subject & Report Body

Type the subject and text to describe a PDF attachment, if one is included.

If the template comes with a PDF attachment, itʼs a good idea to prompt the reader in the e-mail body to open the attachment for details. Managerʼs Email Event Tracking will indicate when the recipient has clicked the link to open it.

Email Body

Modify the body text of the e-mail message.

The Preview tab shows how the message will look when sent.

Templates for printed messages

In addition to the usual e-mail distribution, some of Managerʼs system messages are formatted for printing, for example on a tasting-room receipt printer. The templates for these similarly reside in the Job Queue list; you can find them with the Quick Search 'Templates for Printing.' You can edit a print template just as you do an e-mail template; they support a limited number of HTML formatting features.

To open a print template:

  1. In the Job Queue, select the job template you want to modify.

  2. From the Actions menu, choose Edit HTML Document.


Job Schedule—ParametersFor print template jobs, the Parameters tab contains settings to control the reportʼs output. The available options vary depending on the job type.

Adding database references

In both printed and e-mail message templates, you can personalize the message by including references to database fields, which will be replaced with the actual data from the field when the message is sent.

Making a new template job

Most of the time, Λctiv8 Managerʼs predefined templates should provide the reports and communications youʼll need. And keep in mind that you can always compose and send a template for a reusable e-mail to anyone you wish. Nevertheless, when the existing templates donʼt meet your needs, you can create a new job and schedule it just as any other. The recommended way to do this is to duplicate and modify an existing template.

To create a new template job:

  1. In the Job Queue list, find the entry for the job you want to copy.

  2. Copy the record to a new one.

  3. Open the new record in the Job Queue – Data Entry dialog.

  4. On the General tab, give the job a new Subject to indicate what it is for.

  5. On the Options tab, set the date range as described above.

  6. Modify settings on all the tabs as needed for the new job.

  7. When finished, click Save.

Using the template editor

The Email Body tab displays the messageʼs HTML source code. If youʼre comfortable working with raw HTML, you can modify it here and save your changes. If you prefer a more elaborate, graphical editing environment, you can open the record in Managerʼs template editor. You can do this from either the Job Queue list or from the Customer or the Transaction list.

From the Job Queue:

  1. In the Job Queue list, select the template you want to modify.

  2. From the Actions menu (or the right-click menu), choose Edit HTML document.

From the Customer or the Transaction list:

  1. Open the Customer or the Transaction list, according to which type of e-mail job the template is for.

  2. From the Actions menu, choose Email Job Template.

  3. In the submenu, choose the specific job whose template you want to modify (e.g., Email Anniversaries or Email Welcome Letter).

  4. In the submenu, choose Edit … Template.

Manager opens the template in the Editor window.

For tutorial videos on using the template editor for system message templates, see https://player.vimeo.com/video/277589451, https://player.vimeo.com/video/277589474, and https://player.vimeo.com/video/277589514.

Related topics:

Reports and templates

Dashboard reports

On-demand reports

Automatic messages and reports

Editing message templates

Sending system messages

Reports from list views