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Client Letters

Letters are documents you generate for a client on your letterhead: a membership confirmation, a certificate of attendance, a referral letter. Write the wording once as a letter template, with variables for the client and business details, then create the letter from the client's profile in a few clicks. Letters are saved on the client's Notes tab and can be printed, downloaded or shared.

Available withCRM SuiteIncluded in the Complete plan.Plans and modules

Before you start​

The letter header uses your business details from Settings > Business Settings (name, address, phone, logo, registration and tax numbers). Check them first.

Create a letter template​

  1. Go to Settings > Letter Templates (under Templates).
  2. Click Add New Letter.
  3. Enter a Name (for your reference only) and a Title (printed on the letter).
  4. Write the Content. Type # to insert a personalisation variable, such as the client's name.
  5. Leave Active on and click Save.
New Letter Template form with Name, Title, Content with variables and the Active switch

Personalisation variables​

VariableFills in
{{client.name}}, {{client.preferredName}}Client name and preferred name
{{client.age}}, {{client.gender}}Age and gender
{{client.email}}, {{client.phone}}Email and phone
{{client.customFields.fieldName}}A custom field; replace fieldName with the attribute name
{{business.name}}, {{business.address}}, {{business.phone}}Business details
{{{business.logo}}}Business logo
{{business.companyRegistrationNumber}}, {{business.gstNumber}}Registration and tax numbers
{{{document.qrCode}}}A QR code for the document
{{letter.id}}, {{letter.date}}Letter number and date

Business categories with clinical features also get diagnosis and staff registration variables in the # list.

Create a letter for a client​

  1. Open the client from Clients and click the Notes tab.
  2. Click + Add New and choose Letter.
  3. Under Select a letter Template, pick a template. To write a one-off letter, click + New Custom Letter.
  4. Review the Description (for your reference), Letter Title and Content. Variables are filled in with this client's details.
  5. Click Save.
Select a letter Template window on a client's Notes tab with templates listed and a New Custom Letter button

On the saved letter, open the menu to View Letter, Print, Download, Share via Email or Share via WhatsApp.

tip

No templates yet? The letter window shows Go to Settings, which opens Letter Templates.

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