Email Templates

Manage reusable email content

Email Templates help you save email subjects and message content so your team can reuse them across Campium Admin. Use them to keep messages consistent, add personalized details with merge fields, and save time when sending common emails to families and staff.

Campium may include built-in system templates as well as templates your organization creates. Built-in templates come from Campium, while organization templates are the ones your team adds and maintains.

Open Email Templates

Open the Email Templates screen when you need to review, create, or update reusable email content.

Understand the Email Templates list

The main list helps you find the right template quickly and see how it is being used before you make changes.

• Template Name shows the name of the template. Use clear names so staff can recognize the right template when choosing one in other parts of Campium.
• Category groups related templates together. Categories are optional, but they help when your organization has many templates.
• Visibility shows who can view or use the template: Everyone at your organization (shared with all staff) or Only you (private to your login). Super users may also see a system/global scope that publishes a template across all sites.
• Subject shows the saved email subject line that will be used when the template is inserted into a message.
• Description gives staff a short internal note about what the template is for.
• Usage shows where the template is already assigned or referenced. This is especially helpful for spotting templates connected to form email settings.
• Status shows whether the template is active or inactive.
• Preview opens a view of the template so you can check the subject and message before editing or using it.
• Delete removes the template if it is no longer needed.

Add a new template

Select Add New Template to open a blank template editor. Use the list view to sort and review details such as usage, status, or visibility. Visual thumbnail browsing (Template Library) is temporarily unavailable; use per-row Preview or open a template to review it.

Organize templates with categories

Template Categories are optional. Use them when your organization has enough templates that staff need a simpler way to group and find them.

Categories work best for broad groups such as admissions, billing, staff communication, or reminders. Keep category names consistent so staff know where to look for common templates.

Create a template

Create a template when you want a reusable message for a repeated process such as form status updates, profile communication, or mass email campaigns.

Send a test email from the editor

1. Open a template and click Send preview in the bottom action bar (next to Preview and Save).
2. In Send Test Email, choose a recipient under To (your signed-in admin address is offered), or enter one or more addresses in the optional field (Optional - separate multiple addresses with commas). You can send to up to 10 addresses.
3. Note: The test email uses the subject and body as they are on screen now. Merge fields are filled in from your own profile, so camper and guardian fields may come through blank.
4. Click Send Test. Success feedback: Email Sent.

You need access to open the template (shared organization templates, or private templates you own). The side panel may still offer Preview email for an on-screen preview without sending.

Edit template fields and options

Use the editor to update both the message itself and the details staff see when choosing a template elsewhere in the system.

What you can edit

• Name is the internal title staff see in lists and template pickers.
• Description helps explain when to use the template.
• Category helps keep templates organized.
• Visibility controls who can access the template. Choose Everyone at your organization to share it with all staff, or Only you to keep it private to your login. Super users may also have a system/global scope that makes the template available across all sites.
• Subject is the email subject line recipients will see.
• Email body is the main content of the message.
• Merge fields let you pull in details from the related person, form, or workflow.
• BCC blind-copies one or more email addresses whenever this template is used to send a message. Recipients on the To line do not see the BCC addresses.
• Display Login button adds a login button when the message needs one, so recipients get a clear link back to their portal.
• File attachment lets you attach a supporting file that goes out with the template.
• Images and attachments let you include visual content or supporting files.
• AI Rewrite helps revise the wording of your message.
• Changes save automatically (Your template saves automatically. / Saving... / Saved just now.). Save still forces an immediate save.
• Preview shows how the message will look before you use it.
• Send preview emails a test copy of the subject and body as they appear on screen (see Send a test email from the editor).

Know where templates are used

Templates appear in several communication workflows across Campium Admin. Check these areas before changing a template that may already be assigned.

Forms

Forms can use templates in their email settings for status-based communication. The available fields include Approved Template, Pending Template, and Rejected Template.

Mass Emails

Mass Emails can use templates through Insert Template. The visual Template Library / Library thumbnail browser is temporarily off; pick from the dropdown instead. This lets staff start with a saved subject and email body instead of creating every message from scratch.

You can also create or update a template from inside a mass email with Save as template on the Email body panel. That saves the current subject and body into Admin → Email Templates (recipients and send settings are not included). If you inserted one of your organization's templates, you can Overwrite that template or Save as new. System templates cannot be overwritten from this path.

Profile email actions

Templates may also be used in profile-based email flows when staff send email actions from a person's profile.

Understand active and inactive templates

Active templates are available for normal use in supported workflows. Inactive templates should not appear for new selections, which makes them useful when you want to retire an older template without deleting it right away.

If a template was used before, review where it is assigned before changing its status. Making a template inactive helps stop new use, but existing references still need review.

Built-in templates and organization templates

Some templates may be provided by Campium as built-in system templates. Others are created by your organization for local processes and messaging standards.

Use built-in templates when they match the workflow you need. Create organization templates when you need school-specific language, branding, or process details. Keep names and categories consistent so staff can easily tell system templates and local templates apart.

Quick checklist

Use this checklist before publishing or updating a template.

• Confirm the Template Name clearly identifies the purpose.
• Add a Description if staff might confuse this template with another one.
• Check the Subject and Email body for accuracy.
• Insert the correct merge fields for personalization.
• Preview the template (or Send preview) before relying on it.
• Review Usage before deactivating or deleting a template.
• Use inactive status when you want to stop new selections without removing the record immediately.

Related pages