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Mail ​

Email in Gurita has four parts: the templates you write, the settings and sender mailboxes, the outbound queue, and the scheduler for automated sends. Sending email requires the Mail module.

Mail templates ​

Where: Settings → Templates (/config/mailtemplates)

Templates are reusable, branded documents. There are two kinds: mail templates (an email, with a subject) and plain templates (a printable document such as an invoice PDF). Templates live in folders you create in the left panel.

TEMPLATESFOLDERAllSystemNAMESUBJECTACTIONS1Mail templates list with folders

  • Create a template; the editor opens on its own page.
  • Copy a template to start a new one from an existing design.
  • Move selected templates into a folder.
  • Templates with a lock / no-edit icon are system templates — you can view but not delete or edit them.

Placeholders (variables). Templates fill in live data with {{ … }} tokens. Type a data path where you want the value to appear — for example {{customer.masterData.firstName}} {{customer.masterData.lastName}} for the guest's name — and it's replaced when the email or document is generated. Any custom field you define on the template becomes {{custom.yourKey}}.

The template editor opens on its own page, with tabs:

  • Overview — the name and subject, the type (html for an email or web document, media for a stored PDF), the folder, the assets the template applies to, inline documents/attachments, whether it counts as a mail template, and which visual editor to use.
  • Custom fields — define your own {{custom.*}} fields (key, title, and type) to reuse in the body.
  • PDF Fields — for a PDF (media) template, map each fillable field in the PDF to a placeholder so the document is completed automatically.
  • HTML / Visual Editor — edit the email body as code, or with the drag-and-drop editor.

To write a mail template:

  1. Create a template and give it a name and subject.
  2. Set the type to html, then choose a folder and the assets it applies to.
  3. Write the body, inserting {{ … }} placeholders where live data should appear.
  4. Add any custom fields you need, then Save.
  5. Reference the template from Booking settings → Templates, a notification, or a mail schedule.

Mail settings and sender mailboxes ​

Where: Settings → Mail (/config/mail)

The Settings tab controls global mail behaviour: the master Active switch, a dry-run mode for the scheduler, reply-to handling, how many emails are sent per window, how long old emails stay in the queue, and prepend/append wrapper templates.

The Mail accounts list below is where you connect the mailboxes email is sent from.

MAIL SETTINGSCONFIGURATIONConfigurationSAVEActive5030Mail AccountsSTATUSUSERSFROMSERVICECREATED ATGmailGmailMail settings and sender mailboxes

To add a sending mailbox:

  1. Click Create in the Mail accounts list.
  2. Enter the user (login), from address, and choose a service (or supply SMTP host, port, and the secure/TLS options).
  3. Set status to Active and, if this is the main mailbox, turn on Default sender.
  4. Save. For a Gmail account, use the Connect action to authorise it.

The status dot shows green when the account is both active and connected. A disconnected account shows a broken-link icon — reconnect it before relying on it.

Mail queue ​

Where: Settings → Mail → Mail Queue (/config/mailqueue)

The queue is every outbound email and its delivery state.

StatusMeaning
On Hold (draft)Prepared but not released.
In Queue (planned)Waiting to be sent.
Sent (confirmed)Delivered; the message ID and server response are shown.
Failed (aborted)Sending failed.

Select held messages and use Send to release them, filter by status, or Reload to refresh.

Mail scheduler and scheduled mails ​

Where: Settings → Mail → Mail Scheduler (/config/mailschedule) and Scheduled Mails (/config/mailscheduled). Requires the Scheduled Mails module.

A schedule sends an email automatically to a group of recipients around a chosen moment.

To create a schedule:

  1. Create a schedule and give it a name, a sender mailbox, a template, and a status (start as Draft).
  2. Set the valid from / to window, or a single one-off date.
  3. If it's recurring, set the run reference (for example before arrival) and a value (for example 10 days).
  4. Choose the recipients — a customer filter, an agency filter, the booking contact, and which assets, tours, or systems it applies to.
  5. Watch the recipient count to see how many people it will reach, then Test or Preview against a real booking.
  6. Set status to Active and save.

Warning: The recipient count turns amber above ~150 and red above ~350. A large send can flood inboxes and hit your mail limits — preview first and split large audiences.

The Scheduled Mails page is the log of what each schedule produced: recipient, status, send date, and whether the email was read.

Who can access this: Requires the Mail permission (templates need Mail templates, mailboxes need Mail accounts). Visible when the Mail module is active; the scheduler needs the Scheduled Mails module.