When a new order is created, automated email notifications ensure your internal team has the details they need to fulfill the request, and your customers receive immediate reassurance that their order is being processed.

This guide covers how to configure the HTML email templates for both internal team notifications and customer confirmations.

flowchart LR
    A([New Order Trigger]) --> B[Internal Notification]
    A --> C[Customer Confirmation]
    B --> D{HPS Team}
    C --> E{Customer}

Configuration Steps

Follow these steps to set up your two primary order notification emails in your automation platform.

1. 1

   Configure the Internal Notification

   This email alerts your internal team (HPS Client Services) about the new order. It includes comprehensive details about the client, property, and pricing.

   Email Settings:

   Field	Value
   To	Internal routing address (e.g., orders@harmonps.com)
   From	orders@harmonps.com (HPS Client Services)
   BCC	matt@harmonps.com
   Subject	New Order: {{FullAddress}}

   Template Code:
   Copy and paste this HTML into your email body. It includes a pre-formatted table for pricing and a quick-reply mailto: link for client communication.

   
       <figure class="table" style="width:100%;">
           <table style="border-collapse:collapse;" border="1">
               <tbody>
                   <tr>
                       <td style="padding:10px;"><strong>Products</strong></td>
                       <td style="padding:10px;"><strong>Price</strong></td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">{{29__output__text}}</td>
                       <td style="padding:10px;">${{32__output}}</td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">Subtotal:</td>
                       <td style="padding:10px;">${{32__output}}</td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">Tax:</td>
                       <td style="padding:10px;">${{33__output}}</td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">Total:</td>
                       <td style="padding:10px;">${{34__output}}</td>
                   </tr>
               </tbody>
           </table>
       </figure>
       
       <h1>Address: {{=gives["353555160"]["FullAddress"]}}
       Order# {{1__OrderID}} | Square Footage: {{=gives['355228962']["output"]}}</h1>
       
       <strong>Client Information</strong>
       
           <!-- Quick reply mailto link -->
           <a href="mailto:{{1__User__Email}}?subject=Order%20Update%20-%20{{=gives['353555160']['PropAddress']}}&cc={{1__User__EmailBCC}}">
               {{=gives["353555160"]["clientName"]}}
           </a>
       
       Phone Number: {{17__output}}
       Email Address: {{1__User__Email}}
       Role: {{1__Questions__What_best_describes_your_role}}
       
   
       <strong>Property Information</strong>
       Dates available: {{20__Availability Dates}}
       Occupancy: {{1__Questions__What_is_the_occupancy}}
       Property Type: {{1__Questions__What_type_of_property_is_this}}
       Special Instructions: {{=gives["286958779"]["Questions"]["Any_special_instructions_for_us"]}}
       Property Contact: {{1__Questions__Who_should_we_schedule_with}}
       Contact Phone: {{18__output}}
       Lockbox Code: {{=gives["350746690"]["fullEntry"]}}
       Date Ordered: {{46__output}}
   

   The internal template includes a dynamic mailto: link in the Client Information section. Clicking the client's name will automatically draft a new email to them with the property address in the subject line.

2. 2

   Configure the Customer Confirmation

   This email is sent directly to the customer. It provides a warm thank-you message, outlines the next steps for scheduling, and provides a receipt-style summary of their order.

   Email Settings:

   Field	Value
   To	{{customer_email}}
   From	orders@harmonps.com (HPS Client Services)
   Subject	New Order: {{FullAddress}}
   Labels	Client New Order

   Template Code:

   
       Thanks for your order! Our scheduling team will review your order details. We'll reach out to you via email to confirm the dates you've requested and answer any questions you have. If you need to reach us in the meantime, please text our scheduling team at: 984-664-0916.
       
       <figure class="table" style="width:100%;">
           <table style="border-collapse:collapse;" border="1">
               <tbody>
                   <tr>
                       <td style="padding:10px;"><strong>Products</strong></td>
                       <td style="padding:10px;"><strong>Price</strong></td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">{{29__output__text}}</td>
                       <td style="padding:10px;">${{32__output}}</td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">Subtotal:</td>
                       <td style="padding:10px;">${{32__output}}</td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">Tax:</td>
                       <td style="padding:10px;">${{33__output}}</td>
                   </tr>
                   <tr>
                       <td style="padding:10px;">Total:</td>
                       <td style="padding:10px;">${{34__output}}</td>
                   </tr>
               </tbody>
           </table>
       </figure>
   
       <h1>Address: {{=gives["353555160"]["FullAddress"]}}
       Order# {{1__OrderID}} | Square Footage: {{=gives['355228962']["output"]}}</h1>
       
       <strong>Property Information</strong>
       Dates available: {{20__Availability Dates}}
       Property Type: {{1__Questions__What_type_of_property_is_this}}
       Unit Number: {{=gives["353555160"]["Unit"]}}
       Occupancy: {{1__Questions__What_is_the_occupancy}}
       Special Instructions: {{=gives["286958779"]["Questions"]["Any_special_instructions_for_us"]}}
       Property Contact: {{1__Questions__Who_should_we_schedule_with}}
       Property Phone: {{18__output}}
       Lockbox Code: {{1__Questions__Lockbox_Code}}
       Date Ordered: {{46__output}}
   

   The customer template includes a hardcoded scheduling phone number (984-664-0916). If your team's contact number changes, remember to update this text in the introductory paragraph.

Understanding Template Variables

The templates use dynamic variables (e.g., {{32__output}}) mapped from your order intake form. Here is a quick reference for the most common variables used in these templates:

Frequently Asked Questions

Next Steps