10.22. Brand System Emails and Edit Notification Templates

Clients should recognize your MSP when a ticket update, invoice, portal invitation, or password reset arrives. Email branding applies a shared palette to these system emails, while the template editor lets you adjust the wording for a particular event and language. For example, GreenLeaf Dental Group can receive ticket updates and invoices with the same recognizable MSP colors.

Availability: Email branding colors and the template editor are available in Community Edition and Enterprise Edition. A logo in the email header and removal of the "Powered by AlgaPSA" footer require Enterprise Edition.

Use an account with the Settings update permission to save and apply branding. Open Settings > General, select Notifications under Communication, and choose Email Notifications. Email Branding and Email Templates are separate tabs here.

Choose and preview your email colors

1. Open Email Branding. The source label identifies whether the colors come from a saved palette, your custom theme, a selected theme pair, client portal branding, or the AlgaPSA default.
2. Accept the suggested colors or set Primary color and Secondary color. For one brand color, turn on Single color (derive the gradient from the primary color).
3. Review the live Preview as you change colors. Check that headings, links, and body content remain readable. Previewing does not change templates.
4. Select Save palette. This saves your choices; applying them to templates is a separate step.

When no palette has been saved, suggestions prefer your custom theme, then a selected theme pair, then client portal branding, then the default palette. A saved palette takes precedence. Use Use suggested colors to return to the current suggestion after changing your theme or portal branding.

For related interface settings, see 10.21. Set Interface Themes, Dark Mode, and White-Label Branding.

Apply branding across templates and languages

Figure 1: Set one or two colors and watch each template repaint in the preview before applying anything.

Select Apply to templates after saving the palette. In Apply branding to templates, choose the Languages and templates to update. You can cover every template and language in one pass or select a smaller set for review.

Use Preview the result to inspect a template before applying. Overwrite is a separate choice that rebuilds the template from the standard version with your palette and discards its hand edits. Review that preview before choosing it.

Confirm with Apply to N templates, where N is the displayed count. Review the branded, skipped, and failed results. Open representative ticket, invoice, invitation, and password-reset templates in each language your clients use, then check their appearance before sending routine messages. The palette changes the HTML design; plain-text content remains available for separate editing.

Add your logo and choose the footer in Enterprise

On Email Branding, turn on Use my logo in the email header, then select an available Wide logo or Square logo. For email templates whose gradient header is dark, a Dark logo or Wide dark logo variant is automatically selected if you have uploaded one; the system falls back to the standard logo when no dark variant is available. Upload all logo variants at Settings > Client Portal > Branding. Logo files are saved as PNG to ensure compatibility with all email clients including Microsoft Outlook.

The logo is embedded directly in each outgoing email as an inline attachment, so recipients see it automatically — no "show images" prompt required. This applies across all major email clients, including Gmail, Outlook, and Apple Mail. Templates branded before this capability was added are updated automatically the next time they are sent; no re-apply is needed.

Turn off Show "Powered by AlgaPSA" in the footer to remove the attribution. Review the preview, select Save palette, and apply it to the intended templates and languages. Logo and footer choices use the same review and apply workflow as colors.

Edit one template beside its live preview

Open Email Templates. The table initially filters to your organization's default language; change the language filter when editing another translation.

Figure 2: Subject, HTML, and text sit beside the live preview. Click an element in the preview to jump to its markup.

1. Expand the relevant category and choose Customize for a standard template or Edit for an existing custom template.
2. Edit Subject, HTML Content, and Text Content beside the live Preview.
3. Click an element in the preview to select its markup in the HTML source. Move the caret in the source to outline the corresponding element in the preview.
4. Use Variables to find fields supported by this template. Variables depend on the template, so an invoice variable should not be assumed to work in a ticket email.
5. If a palette is saved, select Apply my palette to apply its colors to the current HTML in the editor. Review the result, then select Save.

Check the subject, HTML, and plain-text message together. Preserve the record links and template variables that the recipient needs to open the ticket, invoice, or portal invitation.

Manage templates through the API

The v1 email templates API supports listing templates and reading, writing, or resetting a tenant override by template name and language. See the developer portal for API documentation.

For delivery and category settings, see 10.9. Configure Email and In-App Notifications for Invoices, Projects, and Tickets.