---
title: "Templates (Comms Automation)"
url: "https://epona-support.ardex.tech/en/article/8535a0d4-2d40-480d-812f-4e0c684c52f3"
language: "en"
last_updated: "2026-05-05T05:14:34.165Z"
---

# Templates (Comms Automation)

## Overview

The **Templates** tab in 'Communications Settings' allows Admin users to configure automated email communications triggered by key system events - such as a horse arriving, departing, or having a procedure completed.  
 

When one of these events is processed, a **Notify** checkbox appears on the relevant screen (e.g. Add Procedure, Add Movement). Whether the **Notify** checkbox is pre-checked - and what happens when it is - is controlled by your template settings.  
 

Navigate to **Settings → Communications Settings → Templates** to manage your communications templates.  
 

![](https://cdn-assets.productfruits.com/5652616d-7ebc-4596-8151-b073dcd2f412)

## The Templates Screen

The Templates screen displays all communication templates configured for your workspace. Each row shows:

| Column | Description |
| --- | --- |
| **Type** | The event trigger (e.g. Arrival, Departure, Procedure Completed) |
| **Name** | The internal name of the communications template |
| **Enabled** | Controls whether the **Notify** checkbox is pre-checked on the trigger screen |
| **Auto Send** | Controls whether communications are sent immediately or saved as a draft (Procedure Completed only) |
| **Actions** | Edit or delete the template |

> **Note:** Only one template per event Type can be enabled at a time.

*![](https://cdn-assets.productfruits.com/274475bf-4f9f-4b93-8284-d9d98d8a8460)*

* * *

## How the Notify Checkbox Works

When adding a procedure or processing a movement, a **Notify** checkbox appears on the screen alongside other options (Billable, Discount Rule).

*![](https://cdn-assets.productfruits.com/964d570c-6ec1-497e-9a87-2bbbe42a95a2)*

### Default State

The default state of Notify is driven by the **Enabled** toggle on the matching template:

| Template Enabled | Notify Checkbox Default |
| --- | --- |
| **ON** | ✅ Pre-checked |
| **OFF** | ☐ Unchecked |

> **You can always override the default.** Regardless of the template setting, you can manually check or uncheck **Notify** before saving.

### What Happens When Notify Is Checked

When you save with Notify checked, the system generates a communication based on the matching template. What happens next depends on the **Auto Send** setting:

| Auto Send | Result |
| --- | --- |
| **OFF** (default) | A **draft communication** is created and saved under **Comms → Drafts** for review before sending |
| **ON** | The communication is **sent immediately** to all interested parties in the horse - no draft is created |

> **Note:** Auto Send is only available on the **Procedure Completed** template. Arrival and Departure always create a draft.

### Quick Reference

| Scenario | Notify Default | Auto Send | Outcom |
| --- | --- | --- | --- |
| Template enabled, Auto Send OFF | ✅ Pre-checked (can uncheck) | OFF | Draft created in Comms → Drafts |
| Template enabled, Auto Send ON | ✅ Pre-checked (can uncheck) | ON | Email sent immediately |
| Template disabled | ☐ Unchecked (can check) | — | If manually checked → draft created |
| Notify manually unchecked | ☐ Unchecked | — | No communication generated |

* * *

## Edit Arrival Auto-Communication Template

This section explains how to update the Arrival communication template used when horses are marked as arrived.

### Access the Template

Navigate to **Settings → Communication Settings → Templates**. Locate the **Arrival** template and click the **Edit** (pencil) icon at right.

*![](https://cdn-assets.productfruits.com/67785e91-4a7f-4b49-bc90-65db918d3f33)*

### Update Template Details

The **Edit Template** panel will open. From here you can:

-   **Update the Name** – set the internal label (name) for this template
-   **Select the default branding** – controls the email header/footer style and text style, per graphics and other settings saved to Communications Settings **→** **Branding** tab
-   **Add a BCC email address** – optional, will copy every email sent to a Blind Copy email address
-   **Edit the communication content** using free text and dynamic entities sourced from EPONA, including:
    -   Subject line
    -   Intro
    -   Email body (pre-populated with the default Arrival template)

**Default Arrival email body:**

`Dear {{Salutation}} {{Contact.name}}, {{horse.name}} arrived on {{movement.effectiveDate}}. Current Status: {{movement.status}} We will keep you informed of the horse's progress.`

*![](https://cdn-assets.productfruits.com/49ea2006-99ec-43a0-a8db-c87eed252d58)*

### Preview the Communication

At any time, click the **Preview** button to generate a preview of the template before saving.

*![](https://cdn-assets.productfruits.com/7301b111-a61b-4bbb-90a6-6a2ac007ece2)*

### Enable or Disable Auto Communication

Once saved, use the **Enabled** checkbox on the Templates screen to control whether this template is active.

**Enabled ON** → The Notify checkbox on the Add Movement screen will be **pre-checked**. When saved, a communication is created as a **draft** in Comms → Drafts.

**Enabled OFF** → The Notify checkbox will be **unchecked by default**. No communication is generated unless the user manually checks Notify.

*![](https://cdn-assets.productfruits.com/20c19a7f-5fee-41e6-acd0-495a2b9c0dea)*

* * *

## Edit Departure Auto-Communication Template

This section explains how to update the **Departure** communication template - used when horses are moved to a departed status.

### Access the Template

Navigate to **Settings → Communication Settings**. Locate the **Departure** communication and click the **Edit** (pencil) icon.

*![](https://cdn-assets.productfruits.com/7a4c66ae-c0fe-4d27-87c2-b86994147b6d)*

### Update Template Details

The **Edit Template** panel will open. From here you can:

**Update the Name**

**Select the default branding**

**Add a BCC email address**

**Edit the communication content**, including:

Subject line

Intro

Email body (pre-populated with the default Departure template)  
 

**Default Departure email body:**

`Dear {{Salutation}} {{Contact.name}}, {{horse.name}} departed on {{movement.effectiveDate}}. Horse departed to: {{movement.location}}, {{movement.facility}}, {{movement.subfacility}} Thanks for trusting us.`

*![](https://cdn-assets.productfruits.com/95026308-ec40-42b4-bb83-2d54db5c6d8c)*

### Preview the Communication

Click the **Preview** button at any time to review the template before saving.

*![](https://cdn-assets.productfruits.com/716404e9-1e26-49ee-a8bf-7a5abc6f4ec7)*

### Enable or Disable Auto Communication

**Enabled ON** → The Notify checkbox on the Add Movement screen will be **pre-checked**. When saved, a draft communication is created in Comms → Drafts.

**Enabled OFF** → The Notify checkbox will be **unchecked by default**. No communication is generated unless the user manually checks Notify.  
 

*![](https://cdn-assets.productfruits.com/862e90fe-8434-46dc-914a-c55df3b5ea00)*

* * *

## Edit Procedure Completed Auto-Communication Template

This section explains how to update the Procedure Completed communication template used when horses have a procedure completed against them.

### Access the Template

Navigate to **Settings → Communication Settings**. Locate the **Procedure Completed** communication and click the **Edit** (pencil) icon.

*![](https://cdn-assets.productfruits.com/4ca3047d-3ae8-4db5-956c-059e5c7400a4)*

### Update Template Details

The **Edit Template** panel will open. From here you can:

**Update the Name**

**Select the default branding**

**Add a BCC email address**

**Edit the communication content**, including:

Subject line

Intro

Email body (pre-populated with the default Procedure Completed template)

**Default Procedure Completed email body:**

`Dear {{Salutation}} {{Contact.name}}, {{horse.name}} has completed the following procedure: Procedure: {{Procedure.name}} Date: {{Procedure.completedDate}} Performed by: {{Procedure.performedBy}} Please let us know if you have any questions.`

*![](https://cdn-assets.productfruits.com/7c57be9b-7288-4264-848f-5383225095a4)*

### Preview the Communication

Click the **Preview** button at any time to review the template before saving.

*![](https://cdn-assets.productfruits.com/6572b747-c328-4208-95a1-4b928479197f)*

### Enable or Disable Auto Communication and Auto Send

**Enabled checkbox:**

**ON** → The Notify checkbox on the Add Procedure screen will be **pre-checked**. A communication is created when the procedure is saved.

**OFF** → The Notify checkbox will be **unchecked by default**. No communication is generated unless the user manually checks Notify.

**Auto Send checkbox** *(Procedure Completed only):*

**ON** → The communication is **sent immediately** to all interested parties when the procedure is saved with Notify checked — no draft is created.

**OFF** → A **draft communication** is created in Comms → Drafts for review before sending.

*![](https://cdn-assets.productfruits.com/e30c6e34-ed46-4ed1-a9ef-8384849702d5)*

* * *

## Related Articles

  
[Communications Branding Templates](https://epona.productfruits.help/en/article/branding)

[Adding a Movement (Arrival / Departure)](https://epona.productfruits.help/en/article/add-movement-)

[Completing a Procedure](https://epona.productfruits.help/en/article/add-procedure)