Control how your practice appears in every client email with customized sender information, visual branding elements, and professional styling. This article covers the visual identity and branding features that make your automated communications instantly recognizable and professionally consistent.
In this article:
- Customizing Sender Information and Email Header
- Setting Up Your Email Footer
- Adding Your Profile Photo and Logo to Emails
- Understanding Email Branding with Plus and Team Plans
- Previewing Your Branded Emails
- Frequently Asked Questions
Customizing Sender Information and Email Header
Your sender information determines how your practice appears in your clients' inboxes and sets the tone for every automated communication. While all emails are sent from Practice Better's email system, you have control over how your practice is identified.
Understanding email sender addresses
All automated emails from Practice Better are sent from notifications@practicebetter.io. This consistent sending address helps ensure reliable email delivery and reduces the likelihood of your emails being flagged as spam.
Customizing your sender name
The sender name appears alongside the email address in your clients' inbox, helping them immediately recognize that the email is from you.
- Go to Settings & Preferences > Notification Preferences.
- Select the Client Notifications tab.
- Scroll down to the Email Options section.
- In the Sender name field, enter how you'd like your name to appear (e.g., "Wendy Smith, RHN").
- Click Save Changes near the top right of the page.
- In the Team plan, you can optionally save and apply changes to the entire team.
- In the Team plan, you can optionally save and apply changes to the entire team.
📍 Note: Your sender name applies to all automated emails sent from your practice. You cannot set different sender names for different types of notifications.
Setting up a reply-to email address
By default, when clients reply to automated notification emails, those replies are directed to Practice Better's support queue. To ensure replies come directly to your inbox, you'll want to set up a custom reply-to email address.
This feature is available on all plans and takes just a few minutes to configure.
Learn how to set up a reply-to address →
Customizing your email header and caption
The email header appears at the top of every automated email and includes your name and practice information displayed against your brand color background. This header creates an immediate visual connection between the email and your practice.
In the Email Options section, you can customize:
- Email header title: Your name and credentials as they'll appear in the email header
- Email header caption: Your company or practice name
You can include designation letters, credentials, or any other professional identifiers directly in these fields, even if they're not already saved in your profile settings.
Setting Up Your Email Footer
Your email footer appears at the bottom of every email sent to clients — including automated notifications and manual messages from the messaging feature. Think of this as your email closing: it's where you include contact information, links to policies, and any other details you want clients to have easy access to.
How to create your email footer:
- Go to Settings & Preferences > Notification Preferences.
- Select the Client Notifications tab.
- Scroll down to the Email signature section.
- Use the rich text editor to create your footer content.
- Click Save Changes near the top-right of the page.
Available formatting options
Your email footer supports rich text formatting to help you create professional, well-organized contact information:
- Text styling: Bold, italic, underline, strikethrough
- Links: Add clickable hyperlinks to your website, booking page, or policies
- Lists: Use ordered (numbered) or unordered (bulleted) lists
- Tables: Organize information in table format
- Indentation: Use tab indents to create visual hierarchy
📍 Note: The email footer field has a limit of 1,000 characters, including spaces.
Adding dynamic content to your footer
You can use dynamic placeholders in your email footer to automatically personalize information. For example, you might include your name or practice details that update automatically based on your profile settings.
Learn more about using placeholders in email templates →
💡 Tip: While you cannot add images or social media icons directly to your footer, you can include hyperlinked text pointing to your social media profiles (e.g., "Follow us on Instagram" with a link).
Adding Your Profile Photo and Logo to Emails
Visual elements like your profile photo and logo help clients recognize your communications instantly and build trust in your professional brand. These elements work together to create a cohesive visual identity across all your client touchpoints.
Click the check box next to Include my profile photo in the email header for your profile photo to appear in the email header alongside your name and practice information, creating a personal connection with clients.
📍 Note: If you haven't uploaded a profile photo to your practitioner profile, no image will appear even if this box is checked. The email will simply display without a photo.
Learn how to set up your practitioner profile →
Below the email footer editor, you'll find a checkbox labeled Include my logo in email signature. When checked, your practice logo will appear at the bottom of all emails.
Your logo must first be configured on your Logo & Branding page before this option will work. Once set up, any updates you make to your logo on the Logo & Branding page automatically update in all future emails.
Learn how to set up your logo and branding →
✅ All set: When you update your profile photo or logo in their respective settings, they will automatically update in all future emails — no additional configuration needed.
Understanding Email Branding with Plus and Team Plans
Users on Plus and Team Plans have access to advanced email branding features that create a seamless, professional experience for clients. These features ensure that every email reinforces your practice's visual identity.
Brand color customization
Your brand color is used as the background for every email header sent to your clients. This consistent visual identity helps your communications stand out in crowded inboxes and reinforces your practice's professional image.
When clients open an email from you, they'll immediately see your brand color in the header, creating instant recognition and trust.
Set your brand color on your Logo & Branding page →
Personalized URL integration
A Personalized URL uses a custom subdomain that makes Practice Better feel like an extension of your brand. All emails sent to your clients automatically redirect them to your personalized subdomain through the links in the email.
For example, instead of clients clicking links that go to "my.practicebetter.io," they'll be directed to "yourpractice.practicebetter.io" — reinforcing your brand at every interaction point.
Learn more about Personalized URLs →
📍 Note: Email branding features, including brand colors and Personalized URLs, are available on Plus Plans and higher.
Team Plan branding coordination
Team Plans allow you to maintain consistent branding across your entire practice while giving team members some flexibility in their communications.
Global branding elements (same for all team members):
- Practice logo
- Brand color
- Personalized URL
Individual customization (unique per team member):
- Email footer content
- Sender name
When you select Save and apply to team for notification settings, this will override each team member's individual email footer and apply your settings practice-wide. This is useful when you want to ensure consistent contact information across all team communications.
Previewing Your Branded Emails
Before your clients see your branded emails, you can preview exactly how they'll look in their inbox. This helps you ensure that your visual branding creates the professional impression you intend.
How to preview email branding:
- Go to Settings & Preferences > Notification Preferences.
- Select the Client Notifications tab
- In the Notification Templates section, click on any email template name to open the template editor, where you can see the preview of the template.
The preview shows your email header with your brand color, sender information, and footer — giving you a complete view of how your branding appears to clients.
💡 Tip: To see your complete branding in action, create a test client and trigger an actual notification. This shows you the full client experience, including how emails render across different devices and email providers.
Learn how to create a test client →
Frequently Asked Questions
Q: Can I use my own custom email domain instead of notifications@practicebetter.io?
A: No, all automated emails are sent from notifications@practicebetter.io to ensure reliable delivery and maintain sending reputation. However, you can set up a custom reply-to email address so that when clients reply, their responses come directly to your inbox.
Q: Can I set different sender names for different types of emails?
A: No, the sender name you configure applies to all automated emails sent from your practice. This consistency helps clients recognize all communications from you.
In a Team plan, each team member can have a different sender name, which applies to all email notifications sent from them.
Q: Where exactly in the email does my footer appear?
A: Your email footer appears at the bottom of the email body content, above the secure details in the footer. The secure details section includes Practice Better's standard security information.
Learn more about security details in email notifications →
Q: What happens if I check "Include my profile photo" but haven't uploaded a photo?
A: No image will appear in the email header. The email will simply display your sender name and practice information without a photo.
Q: Can different team members have different email footers?
A: Yes, each team member can create their own unique email footer. However, if an admin selects "Save and apply to team," this will override individual footers practice-wide.
Q: Can I add clickable social media icons to my email footer?
A: While you cannot add images or icons directly, you can include hyperlinked text pointing to your social media profiles (e.g., "Follow us on Instagram" with a clickable link).
Q: Are there different email header designs I can choose from?
A: Practice Better uses one standard design for all email templates to ensure consistency and deliverability across email providers. You can customize colors, text, and logos within this design.
Q: Can I include HTML code in my email footer for advanced formatting?
A: No, HTML code is not supported in the email footer editor. Use the formatting toolbar to style your footer with the available rich text options.
Q: If I update my logo on the Logo & Branding page, will it update automatically in emails?
A: Yes, any changes you make to your logo on the Logo & Branding page automatically update in all future emails. You don't need to make any additional changes to your notification settings.
Q: How do I customize the actual content and wording of email templates?
A: Email content customization (including subject lines, email body text, and placeholders) is covered in a separate workflow.
Learn how to customize email and SMS notification templates →
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