Stortech automatically sends transactional emails to your customers: welcome email, lease to sign, payment receipt, invoice reminder, late notice, portal magic link, etc. You customize each template in French and English, with a subject and body that support variables like "{ Facility > Name }" which are replaced automatically when the email is sent.
Common questions
How do I edit the welcome email sent to my customers? Go to the Emails section, open the Bookings category, pick the welcome template, edit the subject and body in French and English, then click Publish.
Which 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 receive the email in French when they prefer English? The language is determined by the Language field on the contact record (French by default). Update the contact's language to change it.
The customer didn't receive an expected email. What now? Check the facility's Emails tab to see if the send was attempted and its status (Delivered, Failed). Resend manually from the relevant 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 before my changes are applied? Immediately. Emails sent after you click Publish use the new version. Emails already in queue use the old one.
Can I add a new email type not in the categories? No. The template list is fixed. For a new type, contact support.
Who this article is for
Editing email templates typically requires the Owner or Manager role. Employees typically see templates as read-only.
View all templates
Open the Emails section from the main menu.
The Emails page organizes templates into six categories, with a counter of the number of templates in each:
- Bookings, welcome, lease, etc. - Billing, receipts, invoice notices, payment success, payment failure. - Lifecycle, scheduled move-out, end of rental, inspection. - Notifications, warnings, late fees, access suspended. - Account, portal magic sign-in link. - Move-out, confirmations and move-out instructions.
Click a category to see the list of individual templates.
Edit a template
Click a specific template (for example Move In Instructions, Lease Signing Reminder).
The edit page loads with two language tabs: French (default) and English.
For each language:
- Subject field: email title. - Body: visual editor with title sections, paragraphs, and variables.
Variables are wrapped in "{ > }" and are substituted automatically at send time.
Click Publish to save and activate the template.
The template is immediately applied to every email sent after save. No propagation delay.
Test a template
The editor shows real-time rendering with demo values. To see the rendering for a specific customer, trigger the send via a linked action (create a test booking, schedule a move-out, etc.). There's no built-in Send a test button currently.
Common variables
Variable | Replaced by |
| Facility name. |
| Facility street address. |
| Facility phone. |
| Recipient's first name. |
| Recipient's last name. |
| Move-in date. |
| Unit number. |
| Gate access PIN. |
| Invoice details. |
The full list varies per template; the editor shows the variables available for the open template's context.
Company-level vs facility-level templates
Some templates are configured at the company level (and inherited by all facilities), others at the facility level. The Emails section of a facility shows that facility's templates; for company-level templates, see the Emails section in the company settings.
What happens automatically
On save (Publish)
The current template is updated for the facility.
No email is sent on save.
Emails already in queue before save use the old version; new ones use the new version.
When an email is sent
A system event happens (booking creation, payment, etc.).
Stortech picks the active template matching the category and the recipient's language.
The language is determined by the contact's Language field (French by default).
Variables are substituted with real data.
The send service (Resend) sends the email.
The status (Delivered, Failed) is recorded in the facility's Emails tab.
Important statuses and fields
Item | Meaning |
Bookings / Billing / Lifecycle / Notifications / Account / Move-out | Six template categories. |
French / English | The two languages are editable independently. |
Subject | Email subject line. |
Variables ( | Substituted automatically at send time. |
Publish | Saves and activates the template. |
Common issues
Situation | What to check | What to do |
The customer receives the email in French but expects English. What now? | Check the Language field on the contact record. | Update the contact's language. See the Contacts article. |
A variable shows up literally (for example | Is the variable available in the template's context? | Remove the invalid variable or replace it with an available one. |
The customer didn't receive an expected email. What now? | Does the facility's Emails tab show the send? What's the status (Delivered, Failed)? | Resend manually from the relevant record. If delivery fails repeatedly, contact support. |
The rendering looks different on some email clients (Outlook, Gmail). Why? | HTML rendering can vary by email client. | Avoid advanced CSS. Test on the major email clients (Gmail, Outlook, Apple Mail). |
The operator wants to add a new email type. How? | Stortech has a fixed list of templates. | Use an existing email or contact support to add a new type. |