Email templates: create reusable emails with variables and in 6 languages
How to create and manage Badgie email templates: an editor with student and club variables, automatic translation into 6 languages and finance templates the system uses when collecting receipts.
6 min readBeginnerUpdated October 2, 2026
Quick answer
In Badgie, Communications → Email templates stores the emails the club reuses: welcomes, schedule changes, reports or payment notices. Each template has a subject, a body with the club’s design and variables (student name, guardian name, group…) that fill in automatically for each family, and when you save it, it is translated into 6 languages with AI.
Some are finance templates: the system uses them automatically when collecting receipts (online payment, bank transfer, direct debit, payment reminder…).
In this guide
Where to find it
- Web dashboard: Communications → Email templates.
- Where they are used: in Send Emails (campaigns), in the Email channel of WhatsApp and App and in the automatic receipt-collection emails from Finance.
Step by step
- Open Communications → Email templates. The All, Active and Inactive tabs filter the list; each card shows its label (for example “Welcome”, “Report”, “Event” or the finance type).
- Click New template. If you prefer not to start from scratch, use Start from a template and pick a predefined one (new student, payment reminder, badge earned, monthly report, important notice…).
- Enter the template name and the Subject. The subject also accepts variables.
- Write the body. Type “/” to see the editor commands.
- In the Variables panel, drag or click a variable to insert it in the subject or body. Below each one you see an example of what the family will read (for example “Juan García”).
- Click Create template. When you save, Badgie translates it into 6 languages with AI.
Finance templates
These are special templates that the system uses automatically when collecting receipts. Only one of each type can be active:
- Receipt collection (online payment), with payment buttons.
- Receipt collection (bank transfer), with the school’s bank details.
- Direct debit notice.
- Outstanding receipts.
- Payment reminder.
- Payment method request.
- Direct debit request.
You can change their text and design; the system will keep using them at collection time.
What families see
An email with the club’s header, the text with their details already filled in (for example “Hi, María”) and, at the bottom, buttons to download the Badgie app.
With the AI agent
Badgie Agentic can help you write the text of a template or adapt it to a warmer or more formal tone. It also sends email payment reminders to families with outstanding receipts, as a proposal that you approve.
Frequently asked questions
Which variables are there?
Recipient, student (category, guardian, classes, groups), school, date, finance (amounts, receipts, IBAN), links, forms and team. The Variables panel lists them with an example.
Do I have to translate the templates myself?
No. When you save, they are translated with AI into Badgie’s 6 languages.
Can I deactivate a template without deleting it?
Yes. Inactive ones appear in the “Inactive” tab and are not offered when sending.
Do templates work for WhatsApp?
No. WhatsApp messages use Meta-approved templates that Badgie chooses automatically; the templates on this screen are for email.