Advanced Email Templates
Havenstar Email Templates
Quick Intro
Email templates are used to prepare and reuse content for communicating with your customers, such as marketing content, and important marina information. They can be personalised using dynamic variables, so that each customer receives a unique message. You can also specify standard attachments to include with every email, such as a marina map, or VHF frequencies. This article describes how to edit the advanced HTML email templates.
Where To Find It
You can access the email template configuration screen by using the Nav Bar search function - simply search "email templates" and the option will appear.
It can also be added to your Nav Bar and favourited if you want to access it frequently, or can be accessed via the Communications Centre Settings screen.
Accessing the Email Templates screen via the Nav Bar search function
Orientation
The Email Templates screen enables the following functions:
- Creating, editing, and deleting templates.
- Editing template content with HTML formatting.
- Specifying default attachments to include with every email using that template.
- Uploading existing HTML documents to use for the template.
See the screenshot below for an example of the layout.
Email Templates screen with core functions labelled.
Creating new templates
Getting started
Start by selecting a category, then clicking the green Add button to create a new template. The category will determine in which contexts the template will appear as available for selection, and which personalisation variables are relevant - more on that later.
Enter the basic details about the template:
- A unique template name
- The subject - this will appear in the Subject field on the emails.
- The "from address" - this will appear to the recipient(s) as the sender's email address i.e. if they click Reply, this will be the address they reply to.
- The "from name" - this will appear to the recipient(s) as the sender's name.
Depending on which service you are using for your emailing, there may be restrictions on what you can use as the "from address". This is to protect recipients from spam email, and improve the security of emailing services.
Editing content
To edit the body of the email, click the yellow Pen button. This will open a separate window where you can create formatted text, much like a typical text editor, such as Word. You can use different fonts, text sizes, colours, and styles, as well as include images, and also dynamic fields that can personalise each email to the specific customer - more on that below.
When you're finished, simply close this window using the X and then click the yellow Save button back in the Email Templates screen.
The email template content editor.
Personalisation fields/variables
These dynamic fields are automatically personalised depending on the customer receiving the email. For example, you can include the customer name field, and this will automatically be set to that specific customer's name e.g. "Dear %CUSTOMER.FULLNAME%" becomes "Dear Mr. John Smith".
The available fields depend on the category of the template. Some fields are available in multiple categories. For example, the "Boat details" fields are available in almost every category, because almost every category pertains to a boat in some way. However, "Bookings details" fields are only available if a template is in the "Bookings" category.
When editing your content, copy and paste the fields from the below lists. Some internal fields have been omitted from these lists.
Boat details
| %BOAT.NAME% | Boat name. |
| %BOAT.LENGTH% | Boat dimensions. |
| %BOAT.BEAM% | Boat dimensions. |
| %BOAT.DRAFT% | Boat dimensions. |
| %BOAT.REGISTRATIONNO% | Boat registration number. |
%BOAT.INOROUT% | "I" for in-marina, "O" for out-of-marina. |
%BOAT.STATUS% | "R" for Resident (berth-holder), "V" for visitor/transient. |
%BOAT.INSDATEFROM% | Vessel insurance start date. |
%BOAT.INSDATETO% | Vessel insurance expiry date. |
%BOAT.MAKE% | Vessel make/manufacturer. |
%BOAT.MODEL% | Vessel model. |
Contact/customer details
| %CONTACT.TITLE% | Customer title/salutation. |
| %CONTACT.FORENAME% | Forename(s)/initials. |
| %CONTACT.NAME% | Surname/company name. |
| %CONTACT.FULLNAME% | Full combined formatted name. |
| %CONTACT.TELEPHONE% | Landline phone number. |
| %CONTACT.EMAIL% | Email address. |
| %CONTACT.FAX% | Fax number. |
| %CONTACT.MOBILE% | Mobile/cell phone number. |
Address details
| %ADDRESS.HOUSE% | Line-by-line address. |
| %ADDRESS.ADDRESS1% | |
| %ADDRESS.ADDRESS2% | |
| %ADDRESS.LOCALITY% | |
| %ADDRESS.TOWN% | |
| %ADDRESS.POSTCODE% | |
| %ADDRESS.COUNTRY% | |
| %ADDRESS.FULLADDRESS% | Full address, formatted, including country. |
| %ADDRESS.FULLADDRESSNOCOUNTRY% | Full address, formatted, excluding country. |
Booking details
| %BOOKING.BOOKINGID% | Unique booking ID number. |
| %BOOKING.ARRIVALDATE% | Booking arrival date. |
| %BOOKING.DEPARTUREDATE% | Booking departure date. |
| %BOOKING.BERTHNO% | Allocated berth number/ID. |
| %BOOKING.CONFIRMED% | "True" if confirmed, "False" if not confirmed. |
| %BOOKING.CANCELLED% | "True" if cancelled, "False" if not cancelled. |
| %BOOKING.CHARGINGRATE% | Tariff name. |
Fields are not currently available for the bookings fees, but these can be displayed on the PDF template, including the main mooring fee, and any extra charges, which is attached to the email when sending.
Contract details
| %CONTRACT.CONTRACTID% | Unique contract ID number. |
| %CONTRACT.STARTDATE% | Contract start date. |
| %CONTRACT.ENDDATE% | Contract end date. |
| %CONTRACT.CONFIRMED% | "True" if confirmed, "False" if not confirmed. |
| %CONTRACT.DECLINED% | "True" if declined, "False" if not declined. |
| %CONTRACT.CONTRACTTYPE% | Tariff name. |
| %CONTRACT.BASEFEE% | Base mooring fees, including VAT. |
| %CONTRACT.DISCOUNTVALUE% | Total discount. |
| %CONTRACT.TOTALVALUE% | Total contract fees, including VAT. |
| %CONTRACT.INSTALMENTS% | Number of instalments. |
Invoice/receipt details
| %TRANS.TRANSNO% | Unique transaction number. |
| %TRANS.ACCOUNTCODE% | Customer account code. |
| %TRANS.DOCTYPE% | Type of transaction e.g. "Invoice", "Receipt". |
| %TRANS.DOCNO% | Document number e.g. invoice number. |
| %TRANS.TRANSDATE% | Transaction date. |
| %TRANS.VALUE% | Total transaction amount, including VAT, in system currency. |
| %TRANS.VAT% | Total VAT amount due on transaction. |
| %TRANS.BALANCEDUE% | Remaining balance on transaction. |
| %TRANS.PAYMENTDATE% | Date transaction was paid |
Related Articles
Communications Centre - Help Documentation
Quick Intro Welcome to the help documentation for the Communications Centre module in Havenstar. The module will allow you to send out communications in various methods, including SMS and Email, at the current time. There will also be the option to ...Setup Email - Email Templates Fields & Variables
Setup Email - Email Templates Fields & Variables This article pertains to Havenstar version 3.35 and above. Quick Intro This article is a reference for the available dynamic fields and variables that you can use to create personalised email templates ...Creating Mail Merge Templates in Microsoft Word inc. Field List
Creating Mail Merge Templates in Microsoft Word Quick Intro This article explains how to create Mail Merge templates with Microsoft Word. These can then be used in conjunction with Havenstar's Mail Merge function to create mailshots for physical ...Bulk Emailing Invoices
Introduction You may require to bulk send invoices emails to your customers - saving the need to process these one by one. How to bulk send invoices emails 1) Select Email Invoices. 2) Tick the boxes as relevant: Not yet emailed will only show ...Havenstar LTS Version 3.34 - Changes and Release Notes
Quick Intro Our latest LTS version 3.34 was released December 2025. Our previous LTS version was 3.27. This article highlights the major and minor changes. Our LTS (Long Term Support) schedule is designed to reduce the frequency and inconvenience of ...