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Theme Options – Email Management – Email Content

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In this video, you will learn how to manage email notifications and how to enable SMS management in WPRentals theme. Watch Video on Youtube

Overview

In WPRentals, you can manage the content of the email notifications sent by the theme from:

Theme Options > Email Management > Email Content

From this section, you can edit the subject and message content for the email notifications used by the WPRentals notification system.

Important: This section controls the subject and body text of the email notifications. General email options, such as sender name, sender email, email format, email logo, and visual styling, are managed separately from Theme Options > Email Management > Email Settings.

Content

Where to Manage Email Content

Go to:

Theme Options > Email Management > Email Content

This section includes the editable email templates used by the WPRentals theme.

You can edit email notifications related to:

  • User registration and account actions
  • Password reset
  • Listing submission and listing approval
  • Membership and paid submission actions
  • Booking requests and booking confirmations
  • Booking cancellations and rejected requests
  • Invoices and payment reminders
  • Wire transfer notifications
  • Inbox messages
  • Reviews and review replies
  • User ID verification
Important: The email templates available in this section can depend on the WPRentals version and the features enabled on your website.

Email Content vs Email Settings

WPRentals separates email content from general email design and sender settings.

Section What it controls
Theme Options > Email Management > Email Content Email subjects and email message text.
Theme Options > Email Management > Email Settings Email format, sender name, sender email address, email logo, and general visual details.
Theme Options > Email Management > Duplicate Email The email address that receives duplicate copies of theme email notifications.
Important: If you want to change the email logo or sender details, use Email Settings. If you want to change the message text, use Email Content.

Subject and Content Fields

Each email notification has two main fields:

  • Subject – controls the email subject line.
  • Content – controls the message body of the email.

Subject Field

The subject field is required for the email notification to be sent.

Important: If the subject field is left empty, that email notification will not be sent.

Content Field

The content field lets you customize the message sent in the email body.

You can write the email content using the editor available in the theme options. For most websites, no HTML is needed.

Visual and Text Editor Modes

The email content editor includes two editing modes:

  • Visual – recommended for non-technical users who want to write and format the email without code.
  • Text – used only when you want to add or edit HTML manually.

If you want to create simple email text, use the Visual editor. You can write the message, add line breaks, and use the available editor tools.

If you want a custom design with manual HTML, switch to Text mode and edit the content there.

Important: Switching from Text mode back to Visual mode can remove or change some HTML. If you add HTML manually, continue editing that email in Text mode.

When HTML Is Needed

HTML is not required for normal email content edits.

Most clients can create and update email messages using the editor available in Email Content. This is the recommended method for non-technical users.

Use HTML only if you need a specific layout or design that cannot be created from the editor, such as:

  • Custom inline text styling
  • Custom paragraphs
  • Special spacing
  • Specific colors
  • Specific font sizes
Important: Email clients do not always support all HTML and CSS. Keep custom email design simple and test the email after changing the template.

Global Variables

Global variables can be used in email templates and are replaced automatically with real website or user data when the email is sent.

Common global variables include:

  • %website_url – website URL
  • %website_name – website name
  • %user_email – user email address
  • %username – username
Important: Variables must be written exactly as provided. If a variable is misspelled, it may not be replaced in the email.

Available Email Notifications

The table below lists the email notifications available in Theme Options > Email Management > Email Content.

Important: Use only the variables listed for the email template you are editing. If a variable is not supported by that email notification, it may not be replaced with real data when the email is sent.
Email Notification Default Subject Available Variables
New user notification Your username and password on %website_url %user_login_register, %user_pass_register, %user_email_register
New user admin notification New User Registration %user_login_register, %user_email_register
Purchase Activated Your purchase was activated Global variables only.
Password Reset Request Password Reset Request %reset_link, %forgot_username, %forgot_email
Password Reseted Your Password was Reset %user_login, %user_pass
Approved Listings Your listing was approved %listing_author, %post_id, %property_url, %property_title
Admin – Expired Listing Expired Listing sent for approval on %website_url %submission_title, %submission_url
Paid Submission New Paid Submission on %website_url Global variables only.
Featured Submission New Feature Upgrade on %website_url Global variables only.
Account Downgraded Account Downgraded on %website_url Global variables only.
Membership Cancelled Membership Cancelled on %website_url Global variables only.
Free Listing Expired Free Listing expired on %website_url %expired_listing_url, %expired_listing_name
New Listing Submission New Listing Submission on %website_url %new_listing_title, %new_listing_url
Recurring Payment Recurring Payment on %website_url %recurring_pack_name, %merchant
Membership Activated Membership Activated on %website_url Global variables only.
Update Profile Profile Update %user_login, %user_email_profile, %user_id
Booking Confirmed – User Booking Confirmed on %website_url Global variables only.
Booking Confirmed Booking Confirmed on %website_url Global variables only.
Booking Confirmed – no deposit Booking Confirmed on %website_url Global variables only.
Inbox – New Message New Message on %website_url. %content
New Booking Request New Booking Request on %website_url. %booking_property_link, %booking_id
Owner – New Booking Request You booked a period on %website_url. %booking_property_link
Invoice generation New Invoice on %website_url. Global variables only.
Booking request rejected Booking Request Rejected on %website_url Global variables only.
Booking Request Cancelled Booking Request Cancelled on %website_url %receiver_email, %receiver_name
Booking Period Cancelled Booking Period Cancelled on %website_url. Global variables only.
New wire Transfer You ordered a new Wire Transfer %invoice_no, %total_price, %payment_details
Admin – New wire Transfer Somebody ordered a new Wire Transfer %invoice_no, %total_price, %payment_details
Invoice Payment Reminder Invoice payment reminder %invoice_id, %property_url, %property_title, %booking_id, %until_date
New User ID verification New User ID verification %user_login
Payment Action Required Payment Action Required on %website_url Global variables only.
New Review email New Review received on %website_url %stars, %user, %property_name, %content
Review Reply Email A reply was posted to your review on %website_url %property_name, %reply_content
Post Review Reminder Rate your stay at %property_title %invoice_id, %property_url, %property_title, %booking_from_date, %booking_to_date

How to Disable an Email Notification

To stop a specific email notification from being sent, leave its Subject field empty.

  1. Go to Theme Options > Email Management > Email Content.
  2. Find the email notification you want to disable.
  3. Remove the text from the Subject field.
  4. Save the theme options.
Important: Remove the subject only for emails you do not want to send. If the subject is empty by mistake, that notification will not be sent.

SMS Notifications

The same video also explains how to enable SMS management.

SMS notifications are managed separately from email content and require Twilio setup.

For SMS setup, go to:

Theme Options > SMS Management

SMS notifications require:

  • An active Twilio account
  • A Twilio phone number
  • Twilio Account SID
  • Twilio Auth Token
  • SMS templates for the notifications you want to send

SMS Management by Twilio

Duplicate Email Copies

If the administrator wants to receive copies of theme email notifications, use the Duplicate Email option.

Go to:

Theme Options > Email Management > Duplicate Email

Add the email address that should receive a copy of theme notifications.

Duplicate Email for Administrator

Troubleshooting

An Email Notification Is Not Sent

  • Check that the email subject is not empty.
  • Check that the notification template exists in Email Content.
  • Check that the related website action is actually triggered.
  • Check the sender email from Theme Options > Email Management > Email Settings.
  • Check if WordPress emails are working on the website.
  • Check SMTP settings if an SMTP plugin is used.

The Email Content Shows Variables Instead of Real Values

  • Check that the variable is spelled correctly.
  • Check that the variable is supported by that specific email template.
  • Check that the related data exists for that notification.
  • Use only the variables listed for that email notification.

HTML Formatting Disappears After Editing

  • Edit HTML only from Text mode.
  • Avoid switching from Text mode to Visual mode after adding custom HTML.
  • Keep custom HTML simple.
  • Test the email after saving the template.

The Email Design, Logo, or Sender Details Are Wrong

  • Go to Theme Options > Email Management > Email Settings.
  • Check the email format option.
  • Check the sender name and sender email.
  • Check the email logo and visual settings.
  • If plain text email is selected, HTML visual design settings will not apply the same way.

Emails Go to Spam or Junk

  • Use a sender email address that belongs to the website domain.
  • Use authenticated SMTP when possible.
  • Check SPF, DKIM, and DMARC records.
  • Check the sending server reputation.
  • Ask the hosting provider or email provider to check mail logs.

Important Notes

  • Email content is managed from Theme Options > Email Management > Email Content.
  • Each email notification has a subject field and a content field.
  • If the subject field is empty, that email notification will not be sent.
  • HTML is not required for normal email edits.
  • Non-technical users can use the available editor to create and update email content.
  • Use Text mode only when you need to add custom HTML.
  • Switching from Text mode to Visual mode can remove or change HTML.
  • General email options, such as sender details, email format, logo, and colors, are managed from Theme Options > Email Management > Email Settings.
  • SMS notifications are managed separately and require Twilio.
  • Duplicate email copies are managed from Theme Options > Email Management > Duplicate Email.
  • Email delivery depends on the server, SMTP configuration, sender email, and mail authentication records.