A template saves you a lot of time and effort. 

A template is a file that serves as a starting point for a new document. When you open a template, it is pre-formatted in some way.  

If you find yourself creating similar documents over and over again, use a template so that you won't have to format your documents each time you want to make a new one.  Simply select the template and start from there.

Use a correspondence template to:

  • ensure that all written communication with patients is consistent,
  • add your branding and contact details,
  • ensure that all patients receive the correct information for them.

To add or edit Templates, you need to have level 4 permissions.

To locate your Templates go to Settings > Templates.

Dentally Settings Templates option

Correspondence Templates available

You can edit templates for Letters, Estimates, Invoices, SMS messages, Emails and Word documents.
(You can also create templates for Clinical Notes and Treatment Plans. Each has their own web page.)  

Your Templates

You already have some templates in your template list. Edit these to add in the required text, or use them to copy the layout and format for new Templates.

Dentally Templates Edit template

Template Preview

Dentally Templates edit template

To view a Template click on the Preview button. We recommend you preview a template before you send it to ensure you are happy with the result.

The template will open in a new tab. Close the tab when you have finished viewing it.

Site Details

Dentally Templates Site details

The Site details, such as address and phone number, are exactly what you have entered in Settings > Sites > Options > Name & Address. If they are not correct on your templates, you need to edit them here.

Add your Logo

If you want your logo on the top of letters, you need to add your logo in Settings > Sites> Options > Logo tab.  Drag and drop your logo files or upload them from the upload button on the right hand side.

Dentally Site Details Logo

Note: the Dentally logo will NOT appear on your site. This is to show you what yours will look like with a logo.

Headed Paper

In Dentally the details (name, address, logo) which you have entered in Site Settings will appear on the top of any templates you create.

Dentally Templates Header

If you have your own headed paper, use the "no header" templates.

You will probably need to change the top and bottom page margins to accommodate your headed paper.

Editing a Template

To edit an existing template select the template from the template list. This is a list of letters but it works the same for all template lists.

Dentally Templates Edit template

Click the Edit button beside any template and edit it as required.

Template Name

If you wish to change the template name, you do so here. Please note changing the name overwrites the existing name.

Dentally Template change Template name

Data Tags

Dentally templates show data tags

Data tags help you extract information from Dentally such as patient name, or appointment time, automatically. They have a format of a square bracket [ followed by the data tag name and end with another ] square bracket.

To see all the data tags available, click on show/hide available data tags. You will see a list of the tags, followed by an explanation.

Dentally Templates Available data tags

Insert the correct data tag into your correspondence using copy and paste.

Dentally Templates insert data tag

Click on the copy icon - to the left of the tag - and then paste it into your text. When you create the letter using the template, the correct data is pulled in from Dentally.

You will see the data tag in the Preview, but in the correspondence you will see the correct information.


Dentally Templates Salutation tag

To edit the greeting, or salutation, edit the data tags.

These data tags will result in "Dear Mr Anon Other," If this is not what you want, simply delete the relevant tag or tags.

Content Area

This is where you add the body of your correspondence. It will be a mixture of text and data tags. You can format the content using Bold, Italics, lists, headings etc.

Dentally Templates Content area tags

There is no limit to how much editing you can do here. You can write long or short messages. Remember that this template will help you save time to all the patients you send it to.

Here is an example of a Failed To Attend letter with the data tags [patient_last_fta_appointment] and [practice_phone].

Dentally Templates Failed to attend example

Here is an example of a SMS reminder template with the data tags [patient_title], [patient_last_name], [appointment_time] and [appointment_practitioner_name].

Dentally Template Appointment Reminder example

Template Style

How the template is displayed is all to do with the Template Styles. Where some of this is complicated, some is easy to follow.

Dentally Edit template style button


To see more about the Template Style click on Edit template style.


Dentally Template Style sheet example

The first box you will see is filled with text which is called CSS and is the magic which powers the rest of the template.

EDIT THIS WITH CARE and ONLY if you understand CSS. Otherwise, please ask the Dentally Support Team for help.

Page Size

Dentally Template Edit paper size

You may notice that we have set up the page size to A4. If you use different size paper (Folio for example) change this page height and width to change to your paper size. We have an A5 template so if you cannot find this on your template list, ask the Support Team.

You can also change the page margins here. They are set to a standard size but you can alter them here. REMEMBER they are in mm not cm.

Dentally Template Margins

List in Recall Report

Dentally Template List in Recall

This is a simple yes/no question. Do you want the template to be available from the Recalls Report? Generally the answer is YES if the content concerns Recalls, and NO if it does not.

To learn more about recalls, go to our Recalls web pages.


Dentally Make Template Active

The template needs to be Active to show in the correspondence list. If a Template is set to NO, staff with Level 4 permissions can see it in the Template list but it does not display in the drop down list for use in correspondence. Use NO to make your template inactive while you are working on it and building it.

Templates cannot be deleted. To stop using a template, set its Active status to NO.


Dentally Template Preview

Use the Preview button to see how the changes you've made look

REMEMBER to save your changes frequently. 

Create a New Template

Dentally New Template

To create a new Template, go to the relevant tab (Letter, SMS email, etc) and click on New Template.

NOTE: YOU CANNOT CREATE NEW INVOICE TEMPLATES. If you need a new invoice template, contact the Dentally Support Team.

The easiest and best way to create a new Template is to copy an existing one and change the relevant text.

Dentally Letters Template

To do this, select Copy existing template and select the template from the drop down list.

Give your new template a name and work down the fields as above.

Once again, please DO NOT edit the Template Style unless you are confident in the use of CSS. If in doubt, contact the Dentally Support Team.

Using a Correspondence Template

Once you've created the template we have a webpage to help you with composing new patient correspondence. Click on the relevant link to go to our help pages.

Composing a New Letter

Composing a new Email

Composing a new SMS

Estimate Templates

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