Email & SMS Templates

Templates save you time by letting you create reusable message formats for common communications. GymPoint includes pre-built system templates and lets you create your own custom templates with dynamic variable placeholders.

Pre-Built System Templates

GymPoint ships with a set of system templates for the most common gym communications:

• Welcome / Onboarding — sent to new members after enrollment
• Payment Received — confirmation after a successful payment
• Payment Failed — notification when a charge is declined
• Payment Reminder — sent before an upcoming charge
• Appointment Confirmation — confirms a scheduled class or session
• Appointment Reminder — sent before an upcoming appointment
• Membership Expiring — alerts members before their plan expires
• Cancellation Confirmation — confirms a membership cancellation

System templates can be customized but not deleted. To view them, go to Marketing > Communications and open the Templates tab, then look for the "System" badge.

Creating Custom Templates

To create a new template:

1. Go to Marketing > Communications and open the Templates tab.
2. Click New Template.
3. Choose the template type: Email or SMS.
4. Enter a template name for internal reference (members won't see this).
5. For email templates:
   • Enter a subject line (supports variables).
   • Compose the body using the rich text editor or switch to HTML mode.
6. For SMS templates:
   • Compose your message text (keep it concise for best delivery).
7. Insert variable placeholders where you want personalized content (see below).
8. Click Save Template.

Variable Placeholders

Variables are dynamic tokens that GymPoint replaces with real data when the message is sent. They use the {{variable}} syntax.

Available Variables

Customer variables:

• {{customer.first_name}} — member's first name
• {{customer.last_name}} — member's last name
• {{customer.full_name}} — member's full name
• {{customer.email}} — member's email address
• {{customer.phone}} — member's phone number

Membership variables:

• {{membership.plan_name}} — name of the member's current plan
• {{membership.start_date}} — when the membership started
• {{membership.next_billing_date}} — next scheduled charge date
• {{membership.amount}} — recurring charge amount

Billing variables:

• {{payment.amount}} — amount of the most recent payment
• {{payment.date}} — date of the most recent payment
• {{payment.method}} — payment method used (e.g., Visa ending in 4242)
• {{balance.amount_due}} — current outstanding balance

Company variables:

• {{company.name}} — your gym's business name
• {{company.phone}} — your gym's phone number
• {{company.email}} — your gym's contact email
• {{company.address}} — your gym's street address

Example Usage

Subject: Welcome to {{company.name}}, {{customer.first_name}}!

Body:

Hi {{customer.first_name}},

Thank you for joining {{company.name}}! Your {{membership.plan_name}} membership is now active, and your first billing date is {{membership.next_billing_date}}.

If you have any questions, reach us at {{company.phone}} or just reply to this email.

HTML Email Templates

For fully branded email designs, switch to HTML mode in the email editor:

1. Open a template for editing.
2. Click the HTML toggle in the editor toolbar.
3. Paste or write your HTML code.
4. Use inline CSS for styling — most email clients do not support external stylesheets.
5. Insert {{variable}} tokens directly in your HTML where needed.
6. Click Preview to see how the rendered email will look.

Keep HTML emails under 100KB for best deliverability. Use tables for layout rather than div-based CSS layouts, as many email clients have limited CSS support.

Preview and Testing

Before using a template, always preview it:

1. Open the template and click Preview.
2. GymPoint renders the template with sample data so you can see how variables resolve.
3. Click Send Test to send a test message to your own email or phone number.
4. Verify formatting, variable replacement, and links.

Testing is especially important for HTML email templates, as rendering can vary across email clients. Send tests to Gmail, Outlook, and a mobile device to confirm compatibility.