Skip to content
Client Portal

Client Portal - Edit Default Email Templates

Edit and personalize the default email notifications sent from your Client Portal. Convert locked defaults into editable templates, tailor content to…

2 min read520 words9 explained imagesUpdated Fri, 5 Dec, 2025 at 8:34 AM
View as markdownOpen in ClaudeOpen in ChatGPT
Each image has a one line explanation. Switch to full detail for the step it belongs to, the fields and buttons involved, examples and the whole procedure.
On this page
  1. Key Benefits of Edit Default Email Templates
  2. How to Set Up Edit Default Email Templates
  3. Frequently Asked Questions
  4. Related Articles

Edit and personalize the default email notifications sent from your Client Portal. Convert locked defaults into editable templates, tailor content to your brand, preview with custom fields, and deploy with confidence. This guide covers navigation, editing, previewing, and best‑practice tips for Client Portal email templates.

TABLE OF CONTENTS

What is Editing Default Email Templates in Client Portal?

The Edit Default Email Templates capability lets Client Portal Owners generate an editable copy of any system default email used by portal apps (e.g., Documents & Contracts, Courses, Certificates). Instead of building from scratch, you convert the default, customize the content, and set it as the active template for that notification.

Key Benefits of Edit Default Email Templates

  • Speed: Instantly convert a default into an editable template—no need to recreate from scratch.

  • Consistency: Keep the original layout while refining tone and content for your audience.

  • Personalization: Use merge fields/custom values to add dynamic details.

  • Accuracy: Preview with custom fields so you know exactly what contacts will see.

  • Control: Apply per‑notification edits across supported Client Portal apps.

How to Set Up Edit Default Email Templates

Following a clear setup sequence reduces errors and ensures your customized template activates for the intended notification.

  1. Navigate to Sites → Client Portal → Settings → Email Settings 

    Step 1 of 10: Navigate to Sites → Client Portal → Settings → Email Settings What this shows Step 1 of 10: Navigate to Sites → Client Portal → Settings → Email Settings What this shows Shows where to go for step 1 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 1 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you navigate to Sites → Client Portal → Settings → Email Settings. The next step is to or Memberships → Client Portal → Settings → Email Settings. Step 1 of 10Image 1 of 9 Where to goNavigate to Sites → Client Portal → Settings → Email Settings
    Buttons and menus referenced Eye IconDefault TemplateSelectTemplateEditProceedEmail BuilderSave
    Next stepor Memberships → Client Portal → Settings → Email Settings.
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings this image
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  2. or Memberships → Client Portal → Settings → Email Settings.

    Step 2 of 10: or Memberships → Client Portal → Settings → Email Settings What this shows Step 2 of 10: or Memberships → Client Portal → Settings → Email Settings. What this shows Shows what this covers for step 2 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 2 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you or Memberships → Client Portal → Settings → Email Settings. The next step is to locate the Main Notification Features (Client Portal, Communities, Certificates, Courses). Step 2 of 10Image 2 of 9 What this coversor Memberships → Client Portal → Settings → Email Settings.
    Buttons and menus referenced Eye IconDefault TemplateSelectTemplateEditProceedEmail BuilderSave
    Next stepLocate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings. this image
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).

    Step 3 of 10: Locate the Main Notification Features (Client Portal, Communities… What this shows Step 3 of 10: Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses). What this shows Shows what this covers for step 3 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 3 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you locate the Main Notification Features (Client Portal, Communities, Certificates, Courses). The next step is to under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing. Step 3 of 10Image 3 of 9 What this coversLocate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    Buttons and menus referenced Eye IconDefault TemplateSelectTemplateEditProceedEmail BuilderSave
    Next stepUnder the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses). this image
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.

    Step 4 of 10: Under the main features, for each sub-category notification, click on… What this shows Step 4 of 10: Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template… What this shows Shows what to click for step 4 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This animation accompanies step 4 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing. The next step is to you can click on the Select Template dropdown to select a previously saved email template as well. Step 4 of 10Image 4 of 9 What to clickUnder the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    Buttons and menus referenced Eye IconDefault TemplateSelectTemplateEditProceedEmail BuilderSave
    Next stepYou can click on the Select Template dropdown to select a previously saved email template as well.
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing. this image
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  5. You can click on the Select Template dropdown to select a previously saved email template as well.

    Step 5 of 10: You can click on the Select Template dropdown to select a previously… What this shows Step 5 of 10: You can click on the Select Template dropdown to select a previously saved email template as well. What this shows Shows what to choose for step 5 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 5 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you you can click on the Select Template dropdown to select a previously saved email template as well. The next step is to after selecting the default template or an existing template, click on the Edit button to customize the email content in the editor. Step 5 of 10Image 5 of 9 What to chooseYou can click on the Select Template dropdown to select a previously saved email template as well.
    Buttons and menus referenced SelectTemplateEye IconDefault TemplateEditProceedEmail BuilderSave
    Next stepAfter selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well. this image
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.

    Step 6 of 10: After selecting the default template or an existing template, click on… What this shows Step 6 of 10: After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor. What this shows Shows what to click for step 6 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 6 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you after selecting the default template or an existing template, click on the Edit button to customize the email content in the editor. The next step is to read the caution box and click on Proceed. Step 6 of 10Image 6 of 9 What to clickAfter selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    Buttons and menus referenced EditEye IconDefault TemplateSelectTemplateProceedEmail BuilderSave
    Next stepRead the caution box and click on Proceed.
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor. this image
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  7. Read the caution box and click on Proceed.

    Step 7 of 10: Read the caution box and click on Proceed What this shows Step 7 of 10: Read the caution box and click on Proceed. What this shows Shows what to click for step 7 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 7 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you read the caution box and click on Proceed. The next step is to use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide). Step 7 of 10Image 7 of 9 What to clickRead the caution box and click on Proceed.
    Buttons and menus referenced ProceedEye IconDefault TemplateSelectTemplateEditEmail BuilderSave
    Next stepUse the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed. this image
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)

    Step 8 of 10: Use the Email Builder to edit the Email Template as you want. (To… What this shows Step 8 of 10: Use the Email Builder to edit the Email Template as you want. What this shows Shows what this covers for step 8 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This screenshot accompanies step 8 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide). The next step is to save the template. Step 8 of 10Image 8 of 9 What this coversUse the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    Buttons and menus referenced Email BuilderEye IconDefault TemplateSelectTemplateEditProceedSave
    Next stepSave the template.
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide) this image
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

  9. Save the template.
     

  10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice.

    Step 10 of 10: The Saved Template will be auto selected for the notification. Click… What this shows Step 10 of 10: The Saved Template will be auto selected for the notification. What this shows Shows how to confirm for step 10 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". This animation accompanies step 10 of 10 in the "How to Set Up Edit Default Email Templates" section of "Client Portal - Edit Default Email Templates". At this point in the walkthrough you the Saved Template will be auto selected for the notification. Click on Save to confirm your choice. Step 10 of 10Image 9 of 9 How to confirmThe Saved Template will be auto selected for the notification. Click on Save to confirm your choice.
    Buttons and menus referenced SaveEye IconDefault TemplateSelectTemplateEditProceedEmail Builder
    All 10 steps in this procedure
    1. Navigate to Sites → Client Portal → Settings → Email Settings
    2. or Memberships → Client Portal → Settings → Email Settings.
    3. Locate the Main Notification Features (Client Portal, Communities, Certificates, Courses).
    4. Under the main features, for each sub-category notification, click on the Eye Icon to preview the template and click on Default Template button to start customizing.
    5. You can click on the Select Template dropdown to select a previously saved email template as well.
    6. After selecting the default template or an existing template, click on the Edit button to customize the email content in the editor.
    7. Read the caution box and click on Proceed.
    8. Use the Email Builder to edit the Email Template as you want. (To learn how to use create and edit emails, checkout our Email Builder Guide)
    9. Save the template.
    10. The Saved Template will be auto selected for the notification. Click on Save to confirm your choice. this image

Frequently Asked Questions

Q. Who can edit default email templates in the Client Portal?
Client Portal Owners with access to Email Settings. Role‑based visibility may vary by account configuration.

Q. Does saving a custom copy immediately activate it?
Yes. After saving, the customized version is used for that specific notification.

Q. Can I manage templates per function (e.g., Courses, Certificates, Documents & Contracts)?
Yes. Each supported function lists its notifications in Email Settings with template controls.

Q. Can I select templates I created previously?
They remain available. You can replace a notification’s default with your previously saved Email template.
Q: Can I switch back to the default template?

Yes.

Was this guide helpful?

Related guides

How can my customers use the Client Portal?5 min read · 9 imagesHow to set up the Client Portal?12 min read · 17 imagesClient Portal Dashboard2 min read · 5 imagesClient Portal SSO Magic Links: Enable One-Click Access to Client Apps5 min read · 18 images