How to Use Custom Email Templates in Webhooks

Webhooks in Salus allow your organization to receive an email whenever a form is created, moved to pending, or completed. By default, these notifications have been sent using a generic message such as “A worker submitted a form.”

Now, you can create custom email templates that use placeholders to automatically insert details like the worker’s name, site, company, form title, and more. This means your notifications are no longer generic — each email becomes unique and easy to distinguish from one another, which brings order and clarity to teams receiving regular form submissions.

Custom templates help keep your inbox clearer, more organized, and far easier to manage.

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Where to Find Webhook Settings

1. Log in to Salus Admin.
2. Click your name in the top-right corner.
3. Select Company Settings.
4. Click Webhooks from the top menu.
5. Click the blue Create Webhook button.

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Creating a Webhook with a Custom Email Template

1. Choose the Event you want to monitor:
   • Form Created (This triggers when a worker first starts or submits a brand-new form. The form has just been created in the system.)
   • Form Pending (This triggers when a form is submitted but still requires review, approval, or further action. It’s waiting for someone to look at it.)
   • Form Completed (This triggers when the form has finished all required steps — reviewed, approved, or fully processed. No further action is needed.)
2. Set the Type to Email.
3. Enter the email address recipients.
   1. Note: You can send webhook notifications to one or multiple recipients.
      To include more than one email address, simply separate each address with a comma.
   2. Example: [e-mail], [e-mail], [e-mail]
4. Toggle Use Custom Email Template to ON.

5. You will now see a list of placeholders (variables) you can click to insert into your email subject or message. These placeholders will be replaced with real information when the webhook sends an email.

   

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Understanding Placeholders (Variables)

Placeholders look like this:

{{user_name}}
{{form_title}}
{{site_name}}

Think of them as “fill-in-the-blank tokens.”
When the email is sent, Salus replaces each placeholder with the actual value from the form submission.

Example

If your subject line is:

Hi {{user_name}}, your form is ready.

And the worker’s name is Andrew, the email will be sent as:

Hi Andrew, your form is ready.

This allows every email to be personalized automatically, without needing to manually type names or details.

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How to Insert Placeholders

• Simply click any placeholder button (such as User Name, Company Name, or Site ID).
• It will automatically insert the correct format (e.g., {{user_name}}) exactly where your cursor is.
• No typing or memorization is required.
• Placeholders are always formatted correctly when inserted through the buttons.

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Available Placeholders

Placeholder	Meaning
{{action}}	The form action (created, pending, completed)
{{company_id}}	Your company’s ID in Salus
{{company_name}}	Your company’s name
{{form_instance_id}}	ID of the specific form submission
{{form_title}}	The title of the form
{{form_type}}	The type of form
{{site_id}}	The site ID
{{site_name}}	The site name
{{default_message}}	The original generic message
{{user_id}}	The worker’s user ID
{{user_name}}	The worker’s name
{{form_id}}	The form’s unique ID
{{form_status}}	Current status of the form
{{created_time}}	When the form instance was created
{{updated_time}}	When it was last updated
{{link_to_form}}	A clickable link directly to the form

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Example Custom Email Template

Subject

New Form Submitted by {{user_name}} at {{site_name}}

Message

Hello,

A new {{form_title}} has been submitted.

Form Status: {{form_status}}
Completed By: {{user_name}}
Company: {{company_name}}
Site: {{site_name}}
Date: {{created_time}}

You can view the form here:
{{link_to_form}}

Thank you!

Example of a Sent Email

Subject

New Form Submitted by Andrew Smith at North Project Site

Message

Hello,

A new Daily Safety Inspection has been submitted.

Form Status: Completed
Completed By: Andrew Smith
Company: BuildRight Construction Ltd.
Site: North Project Site
Date: 2025-02-14 09:32 AM

You can view the form here:
https://app.salusworks.io/forms/12345

Thank you!

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Tips

• Click the placeholder buttons, you don't need to type variables manually.
• Do not change the spelling inside {{ }}, the system won’t recognize altered placeholders.
• You can write your message in plain language and insert placeholders wherever needed.
• If a piece of information doesn’t exist (for example, a missing site), that field may appear blank in the final email.
• Custom templates are especially useful if you receive many form notifications, each email will be distinct.

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Summary

Custom email templates bring clarity and personalization to your webhook notifications. By using placeholders, each email automatically includes the details that matter most, making them easy to recognize, understand, and act on. This is especially helpful for high-volume teams who rely on clear, informative notifications.