Email Templates
Create, organize, and reuse email templates in Campium Admin for forms, mass emails, and profile-based communication workflows.
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.
You need permission to manage site-level settings to use the Email Templates screen.
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.
Go to Admin
Open Campium Admin and go to the Admin area.
Select Email Templates
Choose Email Templates from the available admin settings.
Review the template list
The Email Templates list opens with your saved templates, available actions, and access to the Template Library.
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 based on your organization's setup.
- 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.
Before you deactivate or delete a template, check its Usage value and any workflows that reference it. Deactivating or deleting a template that is still in use can disrupt forms, mass email selections, or profile-based email actions.
Use Template Library and Add New Template
Template Library gives you a visual way to browse templates, while Add New Template opens the editor for a new template from scratch.
Open Template Library
Select Template Library to browse templates as visual thumbnails instead of rows in the main list. This view is useful when staff recognize templates by layout or content rather than by name alone.
Start a new template
Select Add New Template to open a blank template editor.
Choose how you want to work
Use the list view when you want to sort and review details such as usage, status, or visibility. Use Template Library when you want to scan templates visually before choosing one.
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.
Deleting a category does not delete the templates in that category. The templates remain available and can be reassigned to another category later.
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.
Open a blank template
Go to Admin and open Email Templates, then select Add New Template.
Enter the basic details
Add a template name, optional description, optional category, visibility, and subject line.
Build the email body
Write the email message and insert any merge fields needed for personalized content.
Add optional content
If needed, enable the login button, include images or attachments, and use AI Rewrite to adjust the wording.
Preview and save
Preview the template to confirm the content looks correct, then save it.
A successful save leaves the template available in the Email Templates list and ready for use in supported areas of Campium.
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.
- 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.
- Display Login button adds a login button when the message needs one.
- Images and attachments let you include visual content or supporting files.
- AI Rewrite helps revise the wording of your message.
- Save stores your changes.
- Preview shows how the message will look before you use it.
- Stats may appear on some templates to show extra usage or activity details.
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 or Template Library. This lets staff start with a saved subject and email body instead of creating every message from scratch.
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 before saving.
- Review Usage before deactivating or deleting a template.
- Use inactive status when you want to stop new selections without removing the record immediately.