Admins can easily customize email content for the automated notifications sent to employees and approvers for different use cases. For example, they can change the language of a message or add any extra information they need.
How to Customize Email Content
Go to Settings & integrations → Settings and select Email configurations.
Locate the specific email template you want to change from the list of approver and employee notifications.
Click the Edit icon next to the required email.
Modify the Subject line and the Email body to fit your needs.
Insert dynamic variables (such as the employee’s name, approver’s name, or request period) to automatically personalize the content of the message before saving.
- If you ever need to revert your changes and go back to the original template, simply click Reset to default.
Why Personalized Notifications Help
Automated emails keep everyone informed about leave requests and approvals. However, a generic message may not match the way your company talks to its people. When you tailor the wording, your notifications feel familiar and are easier to understand.
Dynamic variables work much like a mail merge. You write the template once, and details such as the employee’s name or the request period fill in automatically. As a result, each person gets a clear, personal message without any extra work.
Tips for Editing Email Templates
- Keep subject lines short and specific, so people know what the email is about at a glance.
- Use plain, friendly language and avoid internal jargon.
- Add only the information people need to act, such as the dates of the request.
- Ask a colleague to read a new template before you rely on it.
- Review each template after you edit it, and remember you can always reset it to default.
Leave requests can involve several people besides the employee. To learn more about these roles, read about the difference between approvers and watchers.