This article explains how to find the correct email template in Vincere, understand what each part of the Email Templates screen does, safely edit template content, and open the dedicated article for each email template group.
ā Important: Before changing any email template, check you are on the correct Brand.
Find and Edit Email Templates
Click the Settings icon (gear) in the left sidebar, then click Email templates.
In the left EMAIL TEMPLATE panel, use the Brand dropdown to select the correct Brand (for example, Brand 1, Brand 2).
From the template group list, click the relevant group (for example, System Users, ATS, Notifications).
Expand the group, then choose the template using the ID + template name (for example,
1.2 Forgotten password ā user).If there are variants under the template, select the correct variant (start with Default unless you know you use a custom version).
In the middle CONTENT | DEFAULT panel, confirm you have the right template by checking the Subject, To/CC, and the email body content.
In the right WILDCARDS panel, review the wildcards to confirm the templateās purpose (for example, Reset Password URL, user email, distribution list name).
Make any required changes to To, CC, Subject, and the email body, then click Save to apply your edits or Preview to check the output.
Check the Last updated by [name] on [date/time] line to confirm who made the last change and when.
Before You Start
Check the Brand First
Email templates can exist for different Brands (for example, Brand 1, Brand 2).
Always check the Brand dropdown before editing:
Make sure you are viewing the correct Brand in the left panel.
If you maintain multiple brands, confirm with your team which brandās templates should be edited.
You may see a blue banner such as:
āThe content of this email is system generated and will be applied across all brandsā
If this banner is shown, any changes may affect multiple brands. Review carefully before saving.
Open the Email Templates Page
Click the Settings icon (gear) in the left sidebar.
Click Email templates from the settings menu.
You are in the right place if you can see:
EMAIL TEMPLATE panel on the left.
CONTENT | DEFAULT area in the middle.
WILDCARDS panel on the right.
Fields such as To, CC, and Subject.
Buttons such as Reset, Save, and Preview at the bottom.
Screen Overview
Settings Navigation (Left Sidebar)
This is the main Vincere settings menu. From here you can open Email templates and other configuration areas.
Email Template Finder (Left Panel)
Use the EMAIL TEMPLATE panel to locate the template you want to edit.
This area includes:
Brand dropdown
Lets you switch between brands (for example, Brand 1, Brand 2).
Search email templates box
Helps you search for templates by name or keyword.
Template group list
Templates are grouped into categories, such as System Users, ATS, Notifications, etc.
Template tree (when a group is expanded)
Shows the template ID and name, such as:
1.2 Forgotten password ā user1.3 Reset Password ā User
Variants under a template
You may see Default and other custom variants (for example, team- or brand-specific copies).
Template Content Editor (Middle Panel ā CONTENT | DEFAULT)
The middle panel shows the content of the selected template or variant.
Here you can:
View and edit To.
View and edit CC.
View and edit Subject.
Edit the email body content.
You may also see a blue notice such as:
āThe content of this email is system generated and will be applied across all brandsā
If this appears, make sure you understand the impact across all brands before saving your changes.
Editor Toolbar (Formatting Tools)
Above the email content, the toolbar lets you format the template. Common options include:
Bold and italic text.
Text alignment.
Bullet and numbered lists.
Font and font size.
Links.
Images.
HTML/source options (if enabled).
Other formatting tools depending on your configuration.
Wildcards Panel (Right Panel ā WILDCARDS)
The WILDCARDS panel shows dynamic placeholders you can insert into the email template.
Examples include:
Company name/logo.
User name/email.
Password/reset URL.
Date/time.
Other template-specific fields.
From this panel, you can:
Review available wildcards.
Search using the Search wildcards box.
Insert wildcards into the email body.
š” Tip: Wildcards are very useful when identifying a template from a screenshot. For example, seeing Reset Password URL usually means you are looking at a password reset-related template.
Bottom Action Buttons
At the bottom of the page you will usually see:
Reset ā discard unsaved edits for the current template content.
Save ā save your changes to the selected template/variant.
Preview ā preview the template output/layout before sending.
Last Updated Information (Audit Clue)
When available, Vincere shows who last updated the selected template and when, for example:
Last updated by [name] on [date/time]
This helps you:
Confirm whether the template was recently changed.
See who made the last edit.
Check that you are viewing the correct template and variant when troubleshooting.
How To Find the Right Template Quickly
Use this checklist in order:
Select the correct Brand.
Check the Brand dropdown first.
Choose the correct template group.
For example: System Users, ATS, Notifications, LiveListā¢, etc.
Expand the group.
Look for the correct ID + template name (for example,
1.2 Forgotten password ā user).
Select the correct variant.
Start with Default, unless you know you use a custom version.
Confirm using the Subject.
Check the Subject line in the middle panel.
Confirm using Wildcards.
Check the WILDCARDS panel for clues (for example, reset URL, user email, distribution list name).
Check the last updated line.
Useful when verifying a recent change or confirming you are on the right template.
Email Template Groups
Use these links to open the detailed article for each email template group.
š” Good To Know: System Templates
Some templates are marked with a System tag.
This usually means:
The template is used automatically by Vincere.
Changes can affect system-generated emails (for example, password resets and notifications).
Some behaviour may apply across brands if indicated by a banner (for example, āapplied across all brandsā).
Always read any on-screen banners and notices carefully before saving changes to a system template.