Access Hospitality - Ideas Portal

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Status Idea Received
Product Rotaready
Created by Guest
Created on Jul 9, 2026

RELATED IDEAS

Allow editable elements on system generated emails (header, footer, logo etc...)

Allow Editable Branding and Content on System Generated Emails

Objective

Allow administrators to customise both the global branding and the content of individual system-generated email templates without requiring software development or deployment.

This will provide greater flexibility when updating branding or amending the wording of automated communications.

Business Requirement

System-generated emails currently contain hard-coded branding and text content.

The system shall provide configurable email templates where:

  • A single global header image is shared across all emails.

  • Each email template has its own editable opening and closing content. (not mandatory)

Global Branding

The following element shall be shared across all system-generated emails:

Element

Description

Header / Logo Image

Image displayed at the top of every system-generated email. Managed centrally.

Per Email Template

Each individual email template shall contain editable content blocks.

Element

Description

Opening Paragraph

Free-text content unique to the email template and displayed before the main system-generated content.

Footer Paragraph

Free-text content unique to the email template and displayed after the main system-generated content.

Functional Requirements

FR1 – Global Email Branding

A new administration page shall allow authorised users to manage the global email branding.

Header Image

Administrators shall be able to upload a single header/logo image.

Requirements:

  • Supports PNG and JPG formats (SVG if supported).

  • Maximum file size configurable.

  • Automatically applied to every system-generated email.

  • Replacing the image updates all future emails immediately after saving.

FR2 – Email Template Management

Each system-generated email template shall expose editable content fields.

For every email template, administrators shall be able to edit:

  • Opening Paragraph

  • Footer Paragraph

These fields are unique to each email template and do not affect any other templates.

FR3 – Opening Paragraph

The opening paragraph shall:

  • Support multi-line free text.

  • Be displayed immediately below the global header image.

  • Appear before the system-generated email content.

Example:

Your rota has been updated. Please review the details below.

FR4 – Footer Paragraph

The footer paragraph shall:

  • Support multi-line free text.

  • Be displayed after the system-generated email content.

  • Allow template-specific closing information.

Example:

If you have any questions regarding this rota, please contact your line manager.

FR5 – Email Preview

Administrators should be able to preview each email template with:

  • The current global header image.

  • The template-specific opening paragraph.

  • Sample system-generated content.

  • The template-specific footer paragraph.

Permissions

Only authorised administrators shall be permitted to modify email branding or email templates.

  • Attach files