Reusable templates

Reusable Templates

Templates let you save your standard email copy, SMS messages, and quote frames so you're not rewriting the same wording for every booking. They're ideal for any catering business that sends recurring communications — booking confirmations, quote follow-ups, payment receipts, and more.

Getting There

Navigate to Settings → Templates. You'll see your existing templates grouped into three sections:

• Email · customer-facing — emails sent to clients
• SMS — text message notifications
• Quote frames — the cover note and closing text that wrap your quotes

Creating a New Template

1. From the Settings → Templates list, click New template.
2. Give the template a name and optionally a short description — the description appears in the list so your team can quickly identify it.
3. Set the enabled/disabled toggle to control whether the template is active.

Editing a Template

Click any template in the list to open the editor. From here you can:

• Edit the template name and description directly in the header area
• Update the subject line (email templates)
• Write or revise the body copy
• For Quote frame templates, edit the cover note and closing note blocks separately
• Toggle the template On or Off using the status pill

Changes save automatically — you'll see a saving indicator as you type.

Using Tokens

The right-hand token palette lets you insert dynamic placeholders like client name, event date, or booking reference. Click a token chip to insert it at your cursor position in the subject or body field. Tokens use the {{token_name}} format.

Searching Your Templates

Use the Search templates… bar at the top of the list to filter by name, description, kind, or trigger. If nothing matches, click Clear search to reset.

A Note on Defaults

If you haven't created a template for a particular send route (such as invoice or payment receipt), CaterCloud falls back to built-in defaults automatically. Your custom templates override those defaults whenever they're enabled.

> Tip: Disable a template with the On/Off toggle to revert to the system default without deleting your custom copy.