Overview Your system is functional; now let's make it sound like you. In this module, we will customize your brand voice by modifying the automatic emails and text messages Spiro sends to your clients. We will focus on the "Big 3" email templates and how to use variables to personalize every message.
Step 1: Access Email Templates 📧
Navigate to Settings > Email Templates. You will see a long list of templates. Don't get overwhelmed! For now, the default text works great for most of them. We are going to focus on customizing the three most important ones.
Step 2: The "Big 3" Templates 🏆
Order Confirmed:
What it is: Sent to agents immediately after they place an order.
Why customize: This is the perfect moment to say "Thank You" and set expectations (e.g., "Here is what happens next...").
Media Ready (Client Delivery):
What it is: Sent when you deliver the final photos/video.
Why customize: This is the "Happy Moment" email. Make it celebratory!
Invoice Agent Single:
What it is: Sent when a client owes a balance.
Why customize: Ensure the tone is polite but clear about payment instructions.
Step 3: Master "Variables" 🧩
When you open a template, you will see strange text like *AgentData.FirstName*. These are Variables.
How they work: The system automatically swaps this code for the real data (e.g., swapping
*AgentData.FirstName*for "Sarah").Adding Variables: In the bottom right corner of the editor, click the Variable List.
Example: Find the variable for your "Getting Ready Guide" link and insert it into the Order Confirmed email so agents know how to prep the home.
Step 4: Disabling Unwanted Emails 🔕
If you are a solo photographer, you don't need to email yourself an invoice.
Find the Photographer Invoice Reminder template.
Toggle the Active switch to OFF.
You will no longer receive zero-dollar invoices for your own jobs.
Step 5: SMS Templates & Character Limits 📱
Navigate to Settings > SMS Templates. These are the text messages sent for appointment reminders and confirmations.
The Golden Rule: Keep it short! SMS messages have a strict character limit (usually 320 characters).
Pro Tip: Copy the default message into an AI tool (like ChatGPT or Gemini) and ask it: "Rewrite this to be under 320 characters while keeping the variables."
Paste the shortened version back into Spiro and click Save.
Summary: You don't need to rewrite every single template today. Start with the "Big 3" to make your immediate client communication feel personal and on-brand.
Next Up: Your system is officially set up! It's time to do a final review and prepare for launch.
👉 Go to [Module 11: Final System Review & Launch 🚀]