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What template tags are available for GDPR account emails in agentOS?

agentOS allows you to customise the GDPR account email sent to clients using a set of template tags. These can be personalised by person type (e.g., tenant or landlord) and are managed via Settings > Object Types > Email Templates.

When a client is added to the system, an online account is requested, or a consent chase email is sent, agentOS sends an automated email to the client. You can customise the wording and content of this email using template tags. Different templates can be set up for different person types — for example, you can have a different email for tenants and landlords.

Available template tags

The following tags can be used within your GDPR email template:

  • [Title] — The client's title
  • [Forename] — The client's forename
  • [Surname] — The client's surname
  • [CompanyName] — Your company name
  • [Username] — The client's username, made up of their CRM Group number and your company short name
  • [ResetPasswordURL] — The URL where the client sets their security questions and password. This tag is required — without it, clients cannot access their account.
  • [GDPRLoginURL] — The address where the client logs in to their GDPR online account. This tag is required — without it, clients cannot access their account.
  • [StandardLogin] — The address where the client logs in to their Standard Online Account. Only include this tag if you have paid for and use either the Website Login or Innovagent Landlord Portal. If you do not use either of these, this tag is not needed.
  • [PhoneUs] — The branch phone number of the staff member who sent the email
  • [EmailUs] — The branch email address of the staff member who sent the email
  • [PrivacyPolicy] — A link to your Privacy Policy document or website, as added under Company Settings
  • [Regards] — A generic sign-off: "The staff at [Letting Agent branch]"

Note: The [ResetPasswordURL] and [GDPRLoginURL] tags are the minimum that must be included. Without these, your clients will not be able to access their account.

Default email template

Every agentOS account comes with a default email template already configured. You can customise this at any time via Settings > Object Types > Email Templates.

Default template example

The default template reads as follows:

Dear [Title] [Surname],

An online account for [CompanyName] has been created for you. This account will allow you to provide/update consent on how we use your data, along with allowing you to view all of the data that we hold for you.

  • Your login username is [Username]
  • You can reset your password at the following link: Reset Password.
  • You can provide/update consent on how we use your data at the following link: GDPR Login Here
  • [StandardLogin]

If you require any help with your online account please call us on [PhoneUs] or email us at [EmailUs].

[PrivacyPolicy] Regards, [Regards]