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Setting up Email Templates

This article explains how admin users can create and manage email templates within the Field Service Tracker web portal, and how field reps can use those templates in the mobile app for sending individual or mass emails.

How to Create an Email Template

  1. Log in to the Web-based Dashboard, and navigate to Settings.
  2. Go to the Email Templates tab.

Create or Edit Templates

  1. Click the Plus button to create a new template.
  2. Use the three-dot menu next to the existing template to edit or delete it.

Template Fields Explained

  • Name: Internal label for the template.
  • Subject Line: This becomes the subject of the email.
  • Documents: Attach documents from the Documents section (these will be sent as links).
  • Email Body: Write your message here. You can include:
    • Plain text or rich text formatting
    • Hyperlinks
    • Embedded video links
    • Any custom content relevant to your communication

How to use email templates in the field

Once templates are created in the Web Portal, they are automatically available to field reps using the Field Service Tracker Mobile App.

  1. Go to a contact or mass email function.
  2. Tap on "Email".
  3. Choose from:
    1. A pre-created email template
    2. No template, if preferred
  4. The email will open in the rep’s default email client with:
    1. Subject and body auto-filled from the template
    2. Document links included
    3. Rep's default email signature appended

The email is sent from the rep's own email address. Field Service Tracker does not send emails directly.

FAQ

Q: Are these templates used for mass emails from the web portal?
A: No. Templates are only used on the mobile app. Web-based mass or single emails do not support templates.

Q: Are documents attached or linked?
A: They are shared as links—not as attachments.

Q: Can reps customize the email before sending?
A: Yes. Since the email opens in their default client, reps can edit the content before sending.