Document and Email Templates

Templates control how automatically generated content looks and sounds: invoices, system emails (e.g. order confirmation, course access, mandatory assignment assignment, course reminder), certificates, and mandatory assignment reminders. Instead of leaving these texts hard-coded, you can design them yourself — with your wording, your logo, and your corporate design.

Every company maintains its own templates. If there's no custom template for a use case, a sensible system default template automatically takes over — so sending always works, even without you setting anything up.

Who may edit templates?

The templates area is visible from Content Manager upward. Creating, editing, and assigning is typically a task for the Company Admins.

What templates are good for

Workflow (e.g. assigning a mandatory assignment)
        ↓
Which template is assigned to this purpose?
   ↓ custom template          ↓ none custom
Your template is          System default template
used                      is used

A template has a type (the broad category) and is assigned to a purpose (the concrete use case). Only through the purpose does the system know which template to load in a particular flow.

Type	For what
Invoice (invoice)	Layout and text of invoice PDFs
Email (email)	System emails: order confirmation, course access, mandatory assignment assignment, welcome email, course reminder, and more
Certificate (certificate)	Layout and text of the completion certificates
Mandatory assignment reminder (assignment-reminder)	Reminder emails for due mandatory assignments

Trainers often design certificates themselves

How you build certificate templates, set the layout and placeholders, and assign them to a course or learning path is described in detail under Certificate templates for trainers.

Viewing existing templates

1. In the app, open the menu section Administration → Templates.
2. You see all your company's templates as a tile list with a type filter and a small preview.
3. Clicking a tile opens the editor with a preview and editing options.

Per tile you can:

• Edit — opens the editor
• Duplicate — creates a copy as a starting point for a new variant
• Delete

Screenshot to follow

Templates overview with a type filter and preview tiles

Copy first, then customize

Instead of building each template from scratch, it pays to duplicate an existing one — often a default template with a logo and design already exists that you can use as a basis.

Creating a new template

1. Click New.
2. Fill in the fields:
3. Name — e.g. "Welcome email 2026"
4. Type — invoice, email, certificate, or mandatory assignment reminder
5. Slug (short identifier) — must be unique within your company and the same type
6. optionally a description
7. Compose the content in the editor — see the following sections.
8. Check the preview (HTML and/or PDF).
9. Save.

The editor

The editor is a WYSIWYG editor ("what you see is what you get") — you format directly, without HTML knowledge:

• Text formatting: bold, italic, underline
• Headings, lists, alignment
• Images, links, dividers, tables
• Insert placeholders: via a dropdown you choose categorized placeholders (company, customer, order, course, document). The chosen placeholder appears as a colored pill in the text and is applied correctly and automatically on saving.
• Invoice building blocks (only for invoice templates): ready-made blocks for the invoice header, customer block, line-item table, totals block, and footer.
• HTML mode for experienced users who want to edit the source code directly.

Screenshot to follow

Editor with placeholder dropdown and colored pills in the text

Using placeholders

Placeholders are gaps that are filled with real data on sending — e.g. the person's name or the course name. The easiest way to insert them is via the dropdown.

Mind the spelling

Templates of the type mandatory assignment reminder use placeholders in camelCase (e.g. firstName, courseUrl). All other types use snake_case with underscores (e.g. first_name, course_url). The safest way is to insert placeholders via the dropdown so the spelling is right.

A selection of the most important placeholders per type:

Type	Example placeholders
Invoice	company_name, company_logo, invoice_number, invoice_date, customer_name, total, currency
Email	first_name (first name), user_name, course_name, course_url (link to the course), company_name, company_logo, login_url
Certificate	user_name, course_name, completion_date, score_percent, qr_code, company_name, company_logo
Mandatory assignment reminder	firstName (first name), studentName, courseName, dueDate, daysRemaining, courseUrl (link to the course), companyName

Newer placeholders

Since June 2026 there's the first name (first_name or firstName, automatically derived from the full name) and a direct course link (course_url or courseUrl). For certificates, qr_code (QR code for verification), company_name, and company_logo (company branding) are additionally available. The full selection per template is shown by the placeholder dropdown in the editor.

Date placeholders are automatically displayed as DD.MM.YYYY. If you misspell a placeholder, it's highlighted in yellow in the preview — so you spot typos immediately.

Using the preview

Before a template goes live, always check it in the preview. There are two modes:

• HTML preview (default) — shows the template with sample data (e.g. "Sample GmbH", "John Doe"). Missing or misspelled placeholders are marked in yellow.
• PDF preview — generates a real PDF (invoices in portrait, certificates in landscape) and opens it in a new tab.

What you should watch for:

1. Are all placeholders replaced correctly? (No more yellow markings.)
2. Is the layout right — does no text run over the edge?
3. Is the logo well placed and sharp?
4. If something isn't right: adjust, preview again, until it's right.

Versions — bringing back earlier states

Every save automatically creates a new version. This way you can undo changes at any time:

1. In the editor, open the version history (side panel/drawer).
2. You see the version number, timestamp, and — if provided — a change comment.
3. Clicking an older version restores it to the preview in the editor.
4. To adopt it permanently, then Save — which in turn creates a new version.

Screenshot to follow

Version history with timestamps and a restore action

Assigning a template to a purpose

For a template to actually be used, it has to be assigned to a purpose.

1. Under Administration → Templates, open the Assignments tab.
2. Per purpose, you see which template is currently active:
3. System default (marked in gray) — there's no custom template; the system uses its default template.
4. Custom template — a template maintained by your company is assigned.
5. Per purpose, three actions are available:
6. Create new — creates an empty template for this purpose
7. Assign existing — selects an existing template
8. Remove assignment — falls back to the system default

Something always goes out

Even without a custom template, sending works: the system first uses your custom template, otherwise the system default. The layout and wording are then generic — but no one receives an empty email.

Assigning references, it doesn't copy

"Assign existing" creates a reference to your template, not a copy. You can therefore assign the same template to several purposes, and when you edit it, the change takes effect everywhere immediately. "Remove assignment" only releases the reference — the template itself stays in the list.

Frequently asked questions

I created a template, but it isn't being used. Check under Assignments whether the template is assigned to the appropriate purpose. Merely creating a template isn't enough — it still has to be assigned.

My placeholder appears yellow in the preview. Then it's misspelled or the data is missing. Watch for the correct spelling (mandatory assignment reminder: camelCase, otherwise snake_case) — safest via the dropdown.

Can I undo a change? Yes, restore an earlier version via the version history and save.

How exactly do I create and design certificates? That's described in detail under Certificate templates for trainers.

How do mandatory assignment reminders relate to the templates? The reminder emails for due mandatory assignments use the template of the type mandatory assignment reminder. How you assign mandatory assignments is described under Mandatory assignments.