Letter template

The Letter template tab is part of Letters of Introduction in the Affinet dashboard. It lets you edit the content and layout of your letters of introduction: the text, formatting, and placeholders (tokens) that are replaced with member and club data when a letter is generated.

Where to find it

  1. Open the Affinet dashboard.
  2. Click Letters of Introduction in the dashboard navigation.
  3. Click the Letter template tab in the left sidebar.

The template form may take a moment to load. You’ll see a short note: Click tokens from the left to insert them. Use the editor toolbar to format your letter template.

How it works

Token list (left)

A list of tokens (placeholders) you can use in the letter. Each token is replaced with real data when a letter is generated—for example member name, membership end date, or club details.

  • Click a token to insert it into the editor at the cursor.
  • Tokens are only available if the right data exists (e.g. from Letter fields). If the list says no tokens are available, fill in the Letter fields form first.

Editor (main area)

A rich-text editor where you write and format the letter.

  • Type the fixed text (welcome text, instructions, etc.).
  • Use the toolbar for formatting: bold, lists, alignment, etc.
  • Insert tokens by clicking them in the token list so the correct data appears in each letter.

Saving

When you’re done editing, click Save. Your template is then used for new letters. Existing letters are not changed.

Tip

Keep the template clear and professional. Use tokens for data that changes per member (name, dates, validation code); use plain text for text that is the same on every letter.

Letter fields vs Letter template

  • Letter fields – define which data is stored and available (e.g. member name, membership end date, admin notes). Configure these first.
  • Letter template – define how that data is shown in the letter (layout, wording, and where each token goes).
  • Letter fields – configure the data that feeds into the template.
  • Outgoing requests – approve requests and issue letters that use this template.
  • Creating Letters – overview of the letter creation process.