System emails your clients receive
See every email Zanfia sends to your clients in your name, change its subject, headline and text per language, set the logo, accent color, sender name and reply-to, send a test, or switch an email off.
System emails are the messages Zanfia sends to your clients automatically: purchase confirmations, login codes, access reminders, community notifications. When you finish, the emails carry your branding and the wording you chose. Editing system emails is available on Growth and above; the emails themselves go out on every plan.
Set the branding
Open Emails
Go to Your site → Settings → Emails (/site/emails). The same list is under Marketing →
Email templates, view System (/marketing/email-templates/system).
Edit Email branding
The Email branding card controls the look and sender of all system emails: Logo (Use site logo, Choose from library, Upload a file or No logo), Accent colour, Sender name, Reply-to and Signature. Everything follows your site settings until you change it here; Use site setting brings a field back to the inherited value.
Edit one email
Pick the email
Under System emails, filter by group or search, then click an email. Each row has a status
chip: Stock (default text), Customized, Partly (changed in one language only) or
Off. The editor opens full screen at /site/emails/<key>.
Choose the language
Texts are kept separately for Polish and English. Switch the language at the top and edit each one; a language you leave untouched keeps the stock copy. The client receives the language that matches the checkout, the product or your site.
Change subject, headline and text
Edit Subject, Headline and the body. Insert a variable adds values such as the client's first name, the product name or the access end date; the list depends on the email. Some emails need a specific variable or section, for example the login code; the editor names what is missing and offers Insert. The branded header and the legal footer are fixed; everything in between is yours.
Preview and test
The preview on the right shows the email with sample data in Light and Dark. Send a test sends the current version, unsaved edits included, to any address.
Save, switch off or reset
Click Save ("Email saved."). The switch Send this email turns the email off for all clients. Reset to stock removes your customizations and brings back the default version.
Variables are written in double curly braces, for example {{firstName}}, {{productName}} or {{accessEndDate}}.
The emails
| Group | Sent | |
|---|---|---|
| Purchases | Purchase confirmation | After a paid order is completed. |
| Order awaiting payment | Off by default. When a gateway order is placed but not paid yet. | |
| Trial started, Free signup | When a buyer starts a free trial or signs up for a free product. | |
| Access & renewals | Access granted | When you give a client access by hand or by import. |
| Payment failed | When a renewal payment does not go through. | |
| Access ending soon | 14, 7, 3 and 1 day before access ends, and on the last day. | |
| Access expired | The day access to a product ends. | |
| Sign-in | Login code, Login link | When a client signs in to your site. |
| Messages & feedback | New private message | When you or your team message a client in the client area. |
| Review request | When you ask a client for a testimonial. | |
| Courses & bookings | Certificate issued, expiring, expired | Around a course certificate. |
| Consultation booked, cancelled | When a consultation slot is booked or cancelled. | |
| Community | New community post, Comment on a post, Reply to a comment, Mention, reactions, Direct message, Connection request | To community members with notifications on. |
| Signups | Signup confirmation | After a signup through a form with double opt-in. |
Different text for one product or checkout
The emails around a purchase can have their own copy for a single product or a single checkout. In the checkout editor open the After purchase view and Emails & notifications: Write a different copy only for this product or …only for this offer replaces the shared email for those buyers, and Restore the default text returns to it. In the system email editor a note lists how many product or offer settings override the email.
| Limit | Value |
|---|---|
| Subject | 200 characters |
| Headline | 300 characters |
| Body | 20,000 characters |
Good to know
System emails are sent whatever the client's marketing subscription status. Purchase, access and sign-in emails do not count toward your monthly email allowance; new-post emails to community members do. System emails leave from the Zanfia address unless you verified a sending domain and switched on Send customer emails from this domain too. The Access ending soon reminders are explained in Renewal reminder emails.
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