Stortech automatically sends transactional emails to your customers: welcome email, lease to sign, payment receipt, invoice reminder, overdue notice, portal magic link, and more. The 31 templates your customers receive are customizable in French and English, with a subject and body that support variables like "{ Facility › Name }", replaced automatically when sent. The data that has to stay exact — amounts, due dates, payment links, gate PINs — stays locked and current, whatever you write around it.
Who this article is for
Editing email templates typically requires the Owner or Manager role. Employees typically see templates read-only.
Viewing all templates
Step 1.
In the main menu, click Settings.
Step 2.
In the navigation column, under the Communication group, click Notifications.
The page has two blocks. Emails your customers receive holds the 31 templates you can customize: they always go out, so there is nothing to switch on. Emails you receive, further down, groups the notices meant for your team, which you can turn off one by one. See Choose the emails you receive.
The same page also groups the SMS notification preferences (a column that only appears when the SMS plan is active for your facility) — see Choose which notifications are sent by SMS.
Step 3.
Customer templates are sorted into six collapsible categories, each with its template count: Bookings (3), Billing (11), Lifecycle (2), Notifications (7), Account (3) and Move-out (5).
Step 4.
Click a category to expand it. Each row shows when the email is sent and the state of each language, for example FR: published · EN: default.
The six categories and their counts. To the right of each template, the state of the French version and of the English version.
A template has three possible states, separately for each language: default (the text Stortech ships, untouched), draft (your saved edits, not yet sent to customers) and published (your version is the one customers receive).
Two ways to edit a template
Templates are not all edited the same way, because some carry data that has to stay exact: an amount, a due date, a payment link, a gate PIN, a button to sign the lease.
Six instruction templates — move-in and move-out instructions, for example — open in the full editor. You write the whole message. The pieces Stortech generates appear as locked blocks: you can drag them to reposition them, but you cannot edit or delete them. Each block explains what it does and when it shows (the lease-signing button, for instance, only appears for online bookings signed through BoldSign).
The other 25 templates are framed. A banner says so at the top of the page: "Operational content is locked and always stays current. Customize the subject and add your message before or after this block." You edit the Subject and write your own text before or after the protected block, which stays as it is.
A framed template: the banner, the scenario selector, then the protected block rendered with sample data.
When a template changes depending on the situation, a Displayed scenario selector appears above it. On Invoice issued, for example, you switch between Manual and Autopay to see both versions of the protected block before writing your message. Switching scenario does not touch your text.
The protected block is rendered with sample data (a fictional customer, a fictional invoice). It is the real rendering of the delivered email, not an approximation.
Editing a template
Step 1.
Click a template in the catalog.
Step 2.
At the top right, choose the language to edit: Français or English. The two versions are edited separately.
Step 3.
Edit the Subject, then the body. Type "/" to insert a block, or "{" to insert a variable. The Variables icon, in the column to the left of the editor, opens the same list.
Step 4.
Your edits are saved automatically as a draft; the Draft saved note confirms it. A draft is not sent to your customers yet.
Step 5.
Do the same for the other language, then click Publish drafts.
The published version applies immediately to every email sent after the click. There is no propagation delay. Emails already queued go out with the previous version.
To go back to the text Stortech ships, use the Reset icon in the column to the left of the editor.
If your role cannot edit templates, the page still opens read-only and shows: "You can view this template, but your role cannot edit or publish it."
Testing a template
The editor shows a live rendering with sample data, header and footer included.
To get the email in your own inbox, use the Send preview button — the paper-plane icon, to the left of Publish drafts. The dialog asks for an email address and, for templates with several scenarios, which one to send. The preview goes out immediately, to the address you give, never to a customer.
Common variables
Variable | Replaced with |
| The facility's name. |
| The facility's street address. |
| The facility's phone number. |
| The recipient's first name. |
| The recipient's last name. |
| Move-in date. |
| The unit number. |
| Gate access PIN. |
| Invoice number. |
| Invoice amount. |
| Payment link. |
The full list varies by template; the editor shows the variables available for the context of the template you have open.
Company-level vs facility-level templates
Some templates are configured at the company level (inherited by all facilities), others at the facility level. A facility's Notifications section shows that facility's templates; for company-level templates, see the Emails section in company settings.
What happens automatically
On publish
The current template is updated for the facility.
No email is sent when saving.
Emails already queued before saving use the old version; new ones use the new one.
When an email goes out
Step 1.
A system event happens (booking created, payment, etc.).
Step 2.
Stortech selects the active template matching the category and the recipient's language.
Step 3.
Language is determined by the contact's Language field (French by default).
Step 4.
Variables are substituted with real data.
Step 5.
The sending service (Resend) sends the email.
Step 6.
The status (Delivered, Failed) is recorded in the facility's Notifications section.
Status and important fields
Element | Meaning |
Bookings/Billing/Lifecycle/Notifications/Account/Move-out | The six catalog categories, 31 templates in all. |
Français / English | Both languages edited independently. |
default / draft / published | Each language's state for a template, shown in the catalog. |
Locked block / Protected block | Content Stortech generates. Movable, but not editable or removable. |
Subject | The email's subject line. |
Variables ( | Substituted automatically when sent. |
Publish drafts | Sends your drafts to customers, for both languages. |
Common issues
I can't find the "Emails" section in the main menu anymore.
Check: the template catalog moved to Settings › Communication › Notifications. A bookmarked link to the old Emails section redirects you there automatically.
The customer gets the email in French but expects English.
Check: the Language field on the contact's card.
Do: update the contact's language. See the Contacts article.
A variable shows up literally (for example { Booking › Move-in date }) instead of the value.
Check: is the variable available in the template's context?
Do: remove the invalid variable or replace it with an available one.
The customer didn't receive an expected email.
Check: does the facility's Notifications section show the send attempt? What's the status (Delivered, Failed)?
Do: resend manually from the related record. If delivery keeps failing, contact support.
Rendering looks different on some email clients (Outlook, Gmail).
Check: HTML rendering can vary by email client.
Do: avoid advanced CSS. Test on the main email clients (Gmail, Outlook, Apple Mail).
The operator wants to add a new email type.
Check: Stortech has a fixed list of templates.
Do: use an existing email or contact support to add a new type.
Common questions
What happened to the Emails section in the main menu? — It moved into Settings, under the Communication group, Notifications section. A bookmarked link redirects you there automatically.
How do I edit the welcome email sent to my customers? — Go to Settings › Communication › Notifications, expand the Bookings category, choose the welcome template, edit the subject and body in French and English, then click Publish drafts.
How do I change the email address shown at the bottom of emails sent to my customers? This address isn't a template field: it comes from the Email field under Settings → General, for the whole facility. Change it there; the update applies to every transactional email as soon as you save.
What variables can I use in a template? — Common variables include "{ Facility › Name }", "{ Customer › First name }", "{ Booking › Move-in date }", "{ Unit › Number }", "{ Unit › PIN }", "{ Invoice › Number }", and "{ Invoice › Link }". The editor shows the variables available for each template.
Why does the customer get the email in French when they prefer English? — Language is determined by the Language field on the contact's card (French by default). Update the contact's language to change it.
The customer didn't receive an expected email. What do I do? — Check the facility's Notifications section to see if the send was attempted and its status (Delivered, Failed). Resend manually from the related record if needed.
A variable shows up literally in the received email (for example { Invoice › Number }). Why? — The variable isn't available in the template's context. For example, "{ Invoice › Number }" doesn't make sense in a welcome email. Remove the invalid variable.
How long until my changes take effect? — Immediately. Emails sent after you click Publish drafts use the new version. Emails already queued use the old one.
Can I add a new email type not listed in the categories? — No. The list of templates is fixed. For a new type, contact support.