Email Templates

The Email Templates section lets you manage the HTML email templates used for system notifications: welcome emails for new users and admins, password reset messages, and one-time invite links.

Templates are stored in the database and can be overridden per-tenant. The system looks up the most specific matching template (tenant-specific first, then global) before falling back to a built-in default.

Template Types

Type	When Used
`welcome_user`	Sent when a new extension user is created with the Require Password Change onboarding mode
`welcome_admin`	Sent when a new administrator or reseller is created with the Require Password Change mode
`account_welcome`	Sent when a new tenant account is created
`password_reset`	Sent when an admin resets a user or admin password from the manager
`invite_user`	Sent when a new extension user is created with the Send Invite Link onboarding mode
`invite_admin`	Sent when a new administrator is created with the Send Invite Link onboarding mode

Template Variables

Use ${VARIABLE} placeholders in both the subject and body. Available variables:

Variable	Description
`${FIRST_NAME}`	Recipient first name
`${LAST_NAME}`	Recipient last name
`${WEB_USER_NAME}`	Login username
`${WEB_PASSWORD}`	Temporary password (temppass mode only; empty in invite mode)
`${WEB_INVITE_URL}`	One-time set-password URL (invite mode only)
`${EXT}`	Extension number (user accounts)
`${DID}`	Direct inward dial number
`${PHONE_USER_NAME}`	SIP phone username
`${PHONE_PASSWORD}`	SIP phone password
`${VM_PIN}`	Voicemail PIN
`${VM_TO_EMAIL}`	Voicemail delivery email address
`${SERVICE_FQDN}`	PBX hostname
`${COMPANY_NAME}`	Organization name
`${TENANT_NAME}`	Organization name (multi-tenant)
`${CONNECT_ENABLED}`	Whether Thirdlane Connect is enabled
`${BRAND_COMPANY}`	Branding company name
`${BRAND_SUPPORT_EMAIL}`	Branding support email
`${BRAND_SUPPORT_URL}`	Branding support URL

Conditional Blocks

Use ${IF-VARIABLE}...${ELSE-VARIABLE}...${ENDIF-VARIABLE} syntax to show or hide sections based on whether a variable has a value:

${IF-WEB_INVITE_URL}
<p>Click here to set your password: <a href="${WEB_INVITE_URL}">${WEB_INVITE_URL}</a></p>
${ELSE-WEB_INVITE_URL}
<p>Your temporary password: ${WEB_PASSWORD}</p>
${ENDIF-WEB_INVITE_URL}

Onboarding Mode and Templates

The onboarding mode configured in System Preferences determines which template type is used:

Invite Link mode: uses invite_user / invite_admin templates, sets ${WEB_INVITE_URL}, clears ${WEB_PASSWORD}
Require Password Change mode: uses welcome_user / welcome_admin templates, sets ${WEB_PASSWORD}, no invite URL

Make sure your templates match the onboarding mode. The default templates include conditional blocks that handle both cases gracefully.

Tenant Overrides

When a tenant is selected in the Tenant Override field, that template applies only for that tenant. Leave the field blank to create or edit the global default.

Preview

Click the Preview button on any template row to see a rendered preview using sample data. The preview opens in a popup window showing exactly how the email will appear to recipients.

Default Templates

On fresh installation or upgrade, the system seeds default templates for all six types. Invite templates include a styled “Set Your Password” button linking to ${WEB_INVITE_URL} and account details. Existing custom templates are never overwritten.