System Emails are operational messages Workspace sends when a defined action occurs. They can confirm an action, deliver information or remind someone about the next step without requiring you to write the same message each time.
They are different from Email Marketing campaigns and Gallery Sales Workflows. System Emails support routine parts of the Workspace service; Email Marketing communicates with a subscribed audience; Gallery Sales Workflows respond to behaviour and timing within an individual gallery.
Open System Emails
- Open Client Management.
- Select System Emails.
- Review the available Queensberry System Emails and any versions you have created for your account.
Queensberry System Emails provide account-wide defaults. Where Workspace allows a default to be replaced, you can create your own version so the message better reflects your studio and the way you work.
Choose messages worth customising
Start with the messages your clients are most likely to notice, such as invoice communication, booking or project notifications, gallery-related information and other important confirmations. You do not need to rewrite every message before you start using Workspace.
Write a useful System Email
A good operational email should tell the recipient:
- What has happened.
- Whether they need to do anything.
- Where to click or reply.
- What will happen next.
- How to contact you if something is unclear.
Keep the subject specific and make the main action easy to find. Avoid adding unrelated promotions to a message someone needs in order to complete a booking, payment, approval or delivery step.
Check your studio details
System Emails may use your business information, branding and links. Before relying on them, check your business name, logo, reply settings and relevant website or portal links. Send or trigger a suitable test where one is available and review the message as your client will receive it.
Use the right email system
- System Emails: routine operational messages caused by a defined Workspace action.
- Gallery Sales Workflows: scheduled or behavioural messages connected with one gallery, such as a release, reminder or abandoned cart.
- Email Marketing: campaigns and announcements sent to people who have agreed to receive marketing.
- Inbox: direct replies and person-to-person conversations.
Keeping these purposes separate makes your communication easier to understand and helps ensure marketing consent is respected.
Review messages when your workflow changes
Recheck your System Emails when you change your booking process, payment instructions, delivery method, website address or client workflow. An automated message is only helpful while its instructions and links remain current.
