Stortech automatically sends transactional emails to your customers: welcome email, lease to sign, payment receipt, invoice reminder, overdue notice, portal magic link, and more. You customize each template in French and English, with a subject and body that support variables like "{ Facility › Name }" which get replaced automatically when sent.
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.
From the main menu, click Settings.
Step 2.
In the navigation column, under the Communication group, click Notifications.
This same page also groups SMS notification preferences (column visible only when your facility's SMS add-on is active) — see Choose which notifications send by SMS.
Step 3.
The page organizes templates into six collapsible categories, with a count of templates in each: Bookings (welcome, lease, etc.), Billing (receipts, billing notices, successful payment, failed payment), Lifecycle (scheduled move-out, end of booking, inspection), Notifications (warnings, late fees, access suspended), Account (portal login magic link), Move-out (confirmations and departure instructions).
Step 4.
Click a category to expand it and see the list of individual templates.
Editing a template
Step 1.
Click a specific template (for example Move In Instructions, Lease Signing Reminder).
Step 2.
The editor page loads with two language tabs: Français (default) and English.
Step 3.
For each language, edit the Subject field (email title) and the Body (visual editor with heading sections, paragraphs, and variables).
Step 4.
Variables are wrapped in "{ › }" and are substituted automatically when sent.
Step 5.
Click Publish to save and activate the template.
The template applies immediately to every email sent after saving. There is no propagation delay.
Testing a template
The editor shows a live preview using demo values. To see the rendered result for a specific customer, trigger the send through a related action (create a test booking, schedule a move-out, etc.). There is currently no built-in Send a test button.
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 save (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/Notif./Account/Move-out | Six template categories. |
Français / English | Both languages edited independently. |
Subject | The email's subject line. |
Variables ( | Substituted automatically when sent. |
Publish | Saves and activates the template. |
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.
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 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.