Email templates

CrewTimeTrack sends email on your behalf — proposals to your customers, invoices, and timesheet links to crew members who have an email on file. Under Settings → Emails you control exactly what those emails say and how they look.

Header & footer

Every email your workspace sends is wrapped in a shared header and footer — the natural home for your logo, company name, and signature. Set them once and every email gets them. They're basic HTML, and merge tags work there too (for example {company_name} fills in your company name automatically).

If you never touch them, your emails use a clean default with your company name.

Templates

Each email has its own template with an editable subject and body:

• Proposal / estimate — sent from a job's page with the online accept/decline link.
• Invoice — sent from a recorded invoice's page with the totals.
• Timesheet link — emails a crew member their no-login timesheet link (most crews get this by text instead).

Proposal and invoice emails appear when the Job HQ add-on is on.

Every template has three buttons:

• Edit — change the subject and body (basic HTML). Use Insert merge tag to drop in placeholders like {first_name} or {proposal_url} at your cursor — the dropdown lists every tag available for that email with a description. Reset to default puts the standard wording back.
• Preview — see the fully rendered email (header + body + footer) with sample data.
• Send test — emails it to you so you can check it in a real inbox.

Merge tags

Merge tags are placeholders in curly braces that fill in when the email is sent. Some work everywhere — {first_name}, {company_name}, {current_year} — and each email adds its own, like {estimate_total} on proposals or {invoice_number} on invoices. The Insert merge tag dropdown in the editor lists what's available.

If a tag has no value for a particular send, it's left visible in the email — so a typo like {frist_name} is easy to spot in a test send.

Sending an invoice by email

On any recorded invoice, Email invoice sends your customer a summary — invoice number, billing period, labor/per-diem totals, and your payment terms — using your invoice template. Sending a draft invoice marks it Sent automatically. (For a detailed printable copy, use Print / PDF and attach it.)

Emails about your account

CrewTimeTrack itself also emails you — order confirmations, plan changes, payment problems, password resets, and password-change confirmations. Those come from CrewTimeTrack and aren't customizable per workspace; if something looks off, contact support@crewtimetrack.com.