Luna HR Docs

Email Templates

Luna HR sends email notifications for important events — leave approvals, expense status changes, training reminders, onboarding invitations, and more. You can customise the subject and body of these emails to match your company's tone of voice.

How it works

Luna HR uses pre-built email templates for each notification type. Each template has:

  • A subject line — what appears in the recipient's inbox
  • A body — the content of the email, with variables that are filled in automatically

Variables

Templates support variables that are replaced with real data when the email is sent. For example:

  • {{employeeName}} — the recipient's name
  • {{managerName}} — their manager's name
  • {{companyName}} — your company name
  • {{leaveType}} — the type of leave requested
  • {{startDate}} / {{endDate}} — relevant dates

The available variables depend on the template type.

Customising templates

  1. Go to Admin > Email Notifications
  2. Browse templates by module (Leave, Expenses, Training, etc.)
  3. Click on a template to edit it
  4. Modify the subject and body as needed
  5. Save your changes

Templates are per-module — you can customise leave emails separately from expense emails.

Reset to default

If you want to undo your changes, each template has a Reset to default option that restores the original wording.

Email delivery

Luna HR sends emails via Resend, a transactional email service. Emails are sent in real-time when the triggering event occurs (e.g. a leave request is approved).

Employees can control which emails they receive via their Notification preferences.