Email templates

Customise the wording of invoice emails, lease and escalation notices, reminders and WhatsApp messages using merge fields, then preview and test them.

Updated 16 Oct 2026

Overview

Communication Templates (under Administration) holds the wording for each automatic message Property360 sends. There is one template per notification:

  • GST Invoice Email
  • Lease Expiry / Renewal Notice
  • Rent Escalation Notice
  • Lease Renewal & Rent Escalation Notice (used when a renewal and an escalation fall on the same date)
  • Payment Reminder
  • Rent Reminder

Templates use merge fields such as <<Tenant Name>>, <<Property Name>>, <<Month>> and <<Landlords>>. When a message is sent, each merge field is replaced with that tenant's own details. There are separate Email and WhatsApp tabs.

Before you start

  • Landlords and master admins can open Communication Templates.
  • Each card has labels that tell you where its wording comes from:
    • Shared default: the standard wording used by everyone.
    • Your version: your own copy, used only for your tenants.
    • System: a message that carries a link the recipient needs. Only a master admin can change it.
  • A To: label shows who receives the message (tenant or landlord).

Steps

  1. Open Administration → Communication Templates and choose the Email or WhatsApp tab.
  2. On a card marked Shared default, click Customise. This copies the template into Your version, so your changes affect only your tenants. On your own version, click Edit. Where nothing exists yet, click Set up.
  3. Edit the Subject (email only) and the Body (or WhatsApp Message). Click a merge-field chip to insert it where your cursor is. Load default restores the standard wording.
  4. Check Preview (sample data) under the editor as you type.
  5. Leave Active ticked so the template is used, then click Save Changes (or Create Template).
  6. From the card, click Preview to see exactly what a recipient receives. From the ⋮ menu, choose Send Test Email to send it to yourself.
Tip:<<Landlords>> lists only that property's landlords, for example "A. Sharma & R. Iyer". A merge field with no value prints nothing, so no stray placeholder is left in the message.

Example

R. Iyer wants his invoice emails to mention the store. He clicks Customise on GST Invoice Email and changes the first line to "PFA the GST invoices for the month of <<Month>> <<Year>> for <<Landlords>><<For Store Details>>." In the preview, the line reads "…for October 2026 for A. Sharma & R. Iyer for Acme Retail Pvt Ltd, Store 12". He sends a test email to himself and saves.

FAQs

Will my changes affect other landlords?

No. Customising makes a private copy. Only a master admin editing the shared default changes it for everyone who hasn't customised their own.

Do lease notices always show the rent figures?

Yes. Renewal and escalation notices always include a Lease Details section and a Rent Details section (gross rent, TDS and net rent, before and after the change), whatever the template says. This makes sure the figures can't be left out by accident.

Can I add my own merge fields?

A master admin can, using Manage fields. A Static field inserts a fixed value, such as bank details. A Dynamic field pulls each record's own value when the message is sent.

How do I get WhatsApp templates?

On the WhatsApp tab, click Add curated WhatsApp templates.

Troubleshooting

My template isn't being used

Check that it shows Active. An inactive template isn't used for sending.

Edit is greyed out

The template is a System message, or it belongs to someone else. Use Customise if it's offered, or ask your master admin.

The test email didn't arrive

Check your spam folder. Also confirm the address you entered under Recipient email.

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