Mail Templates

Overview

Configure and use Mail Templates from the MSPControl administrator portal.

The Mail Templates section provides a comprehensive collection of predefined email templates that cover system notifications, account actions, service updates, reports, and alerts across different modules of MSPControl. Templates can be customized and styled to match organizational requirements.

Check In / Out Templates
Account Templates
Azure Templates
Organization Templates
Reports Templates
VPS Templates
Web Templates
Ecommerce Templates
Settings Templates
Documentation Templates

Check In / Out Templates

User Checked In Notifies when a user successfully checks in to the system. User Checked Out Notifies when a user checks out, confirming the session closure. Time Entry Approval Request Notification Alerts authorizers that a new time entry requires approval. Time Entry Approval Request Notification For User Informs the user that their submitted time entry is awaiting approval. Time Entry Approval Request Notification For Authorizers Sends targeted notifications to authorizers for pending time entry approvals. Time Entry Bulk Approval Notification Summarizes multiple time entry approvals in a single message. PTO Approval Request Notification Notifies approvers about new paid time off (PTO) requests. PTO Approval Request - Approved/Declined Notification for User Informs the user about the result of their PTO request. PTO Approval Request - Approved/Declined Notification for Authorizers Sends the final PTO approval/decline decision back to authorizers. Weekly Overtime Approval Request Notification for Manager Requests managers to approve weekly overtime hours. Weekly Overtime Approval Notification Summary for Authorizers Provides a consolidated summary of weekly overtime approvals. Check-Out Reminder - Over 8 Hours Sends reminders to users who forgot to check out after extended time. Users Not Checked In Report Reports users who have not checked in within the expected timeframe.

Account Templates

Account Welcome/Summary Welcomes new users and provides a summary of account details. Customer Automatic Signup Welcome Sends a welcome message after a successful customer self-signup. Customer Automatic Signup Admin Approve Notifies admins when a customer signup requires approval. Customer Automatic Signup Invitation Invites users to complete the signup process. Customer Automatic Signup Rejection Informs applicants that their signup request was rejected. Account Password Recovery Two-Form Code Provides a recovery code for secure password resets. Account Login Two-Form Code Sends two-factor authentication code for login verification. Account Password Change Confirms that a user’s account password has been changed. Account Password Expiration Notifies users about upcoming password expiration. Account Login Success Confirms a successful login into the system. Account Login Failure Alerts about failed login attempts. Account Login Failure With Different Usernames Notifies when failed login attempts occur with multiple usernames. Hosting Plan Summary Summarizes hosting plan details for the customer. Peer Invitation Sends invitations to peers for collaboration. Peer Password Reset Provides reset instructions for peer account passwords. Mailchimp Sync Report Summarizes results of Mailchimp synchronization. Utimate Pro Sync Report Provides details on Ultimate Pro synchronization. Maintenance Users Archives Notifies about archived user accounts during maintenance. Mailbox Accounts Maintenance Letter Confirms maintenance actions on mailbox accounts. Connect Wise Azure Search Sync Reports results of ConnectWise Azure directory synchronization. Customer Snapshot Report Provides customers with a snapshot overview of their system usage.

Azure Templates

Azure Consumed Report Provides a breakdown of Azure consumption per subscription. Azure Aggregated Consumed Report Summarizes consumption across multiple Azure subscriptions. Azure Plan Utilization Records Collector Collects and delivers utilization details for Azure plans. Azure Budget Warning Alerts customers when Azure budget usage approaches limits. Azure Budget Exceed Notifies when Azure budget has been exceeded. Azure Budget Suspension Informs customers of subscription suspension due to budget overrun. Azure Systemwide Limit Warning Letter Warns about hitting global Azure system resource limits. Azure Ecommerce Invoices Create Letter Sends automated invoices for Azure-related ecommerce. Azure AD Domain Service Create Letter Confirms creation of Azure AD Domain Services. Azure AD Domain Service Remove Letter Confirms removal of Azure AD Domain Services. Azure AD Sync Report Letter Provides synchronization details between Azure AD and MSPControl. Transition to Azure Plan Letter Notifies customers about migration to Azure plans. Cloud Agreement Notification Informs customers about new cloud agreements. Cloud Agreement Accepted Notification Confirms customer acceptance of a cloud agreement. Cloud Agreements Report Summarizes all active customer cloud agreements. Remove Expired Guest Users Letter Notifies administrators of expired guest users being removed. Import New Commerce Offers Letter Confirms import of new commerce offers. Remove Customers Partner Relationship Letter Confirms removal of partner relationship with customers. Change Azure Subscription Friendly Name Letter Confirms changes to the subscription friendly name. Tenants Applications Credentials Regenerate Letter Notifies about regenerated application credentials. GDAP Admin Relationships Checking Letter Reports on GDAP admin relationship status. GDAP Admin Relationships Approval Invitation Letter Sends invitation to approve GDAP relationship. Azure Applications Expiration Report Lists Azure applications approaching expiration. Azure Advisor Recommendations Provides recommendations from Azure Advisor. Partner Invitation Letter Sends partner relationship invitations. O365 Subscriptions Expiration Report Reports on Office 365 subscriptions nearing expiration.

Organization Templates

Password Policy Report Summarizes password policies applied in the organization. Password Never Expires Notifies when accounts are configured with non-expiring passwords. Exchange Mailbox Setup Confirms mailbox setup completion for Exchange users. Remote Desktop Services Setup Confirms RDS setup for organization users. RDS Users Report Lists RDS-enabled users in the organization. Enterprise Solution Report Provides an overview of enterprise service usage. Account Welcome/Summary Welcomes new accounts at the organizational level. Users Report Summarizes all active users in the organization. Exchange Distribution Lists Report Reports current Exchange distribution lists. Exchange Online Distribution Lists Report Covers Exchange Online distribution lists. Account Password Expiration Notifies organization users of password expirations. Microsoft Online Partner Password Expiration Alerts about partner password expirations. Password Reset Provides password reset instructions for users. Password Reset Reminder Reminds users of pending password reset requests. Password Changes Pending Report Lists accounts awaiting password change actions. Customer Password Changes Pending Report Provides report of customer password changes awaiting execution.

Template Editor

All mail templates use a unified Template Editor. This editor supports:

Editing Subject and Body of the email using HTML or plain text.
Inserting Available Variables specific to each template (e.g., user name, subscription ID, invoice number).
Adding CC and BCC recipients.
Adjusting priority and delivery options.
Styling messages with Global Mail Template CSS for consistent branding.
Preview mode to test email formatting before applying changes.
Rollback to default template if errors occur during editing.

Each template page includes a list of Available Variables. These differ depending on the template and cannot be shared across unrelated templates.

Best Practices

Customize subjects and bodies to reflect company tone and compliance requirements.
Test templates with sample variable values to ensure accuracy.
Apply Global Mail Template CSS for consistent branding across all messages.
Use CC/BCC sparingly to avoid unnecessary data exposure.
Regularly review and update templates to match current business processes.