Skip to main content
In this guide, you will add a reusable Media item and use it in an Email Template. The example uses a Letterhead image. The same steps work for other patient-facing Email images your Practice wants to reuse.

​
Before you start

Prepare the image you want to upload. PracticeMate accepts:
  • PNG
  • JPEG
  • WebP
The image must be 2 MB or smaller. In the sidebar, under Comms, select Media.

​
Upload the image

Select Upload Media. PracticeMate opens the Upload Media dialog. The Upload Media dialog with a Choose image area and fields for Name, Alt Text, and Description.
1

Choose the image

Select Choose image, then choose the PNG, JPEG, or WebP image from your computer.
2

Enter a clear name

Use a name your team will recognise later.For this example, enter Letterhead.
3

Write helpful alt text

Alt text should describe the image briefly.For this example, enter PracticeMate Letterhead.
4

Add an optional description

Use the description when it helps your team remember where the image belongs.For this example, enter Used for email intros.
5

Save

Select Save.
When the upload has finished, the image appears on the Media page. The Media page showing the uploaded Letterhead image as an active Media card.
The image is now available for Email Templates and Template Components.

​
Use Media in an Email Template

In the sidebar, under Comms, select Templates. Create a new Email Template or open an existing Email Template. A new Email Template editor with fields for title, subject, preview text, and the blank body area. Click into the Email body, type /, then choose Image. The Email Template slash command menu showing Image as a full width image option. PracticeMate adds an empty image block. An empty image block in the Email Template editor with Choose from Media and Upload new buttons. Select Choose from Media. The Choose Media dialog shows active Media items for your Practice. The Choose Media dialog showing the active Letterhead image and a search field. Select Letterhead. PracticeMate inserts the image into the Email Template. The Email Template editor showing the Letterhead image inserted into the Email body. The image URL and alt text are copied into the Email content. From here, adjust the image size or layout if needed, then continue writing the Email Template.
If the image should appear in many Email Templates, consider putting it into a Template Component. That gives your team one reusable content block to insert where needed.

​
Upload while editing

If you are editing an Email Template and realise the image is not in Media yet, select Upload new from the empty image block. This opens the same Upload Media dialog. After saving, PracticeMate inserts the newly uploaded image into the Email Template.

​
Save and test

When the Email Template is ready:
1

Save the Template

Select Save so the image and Email content are stored together.
2

Preview the Email

Use Preview to check the layout on mobile and desktop.
3

Send a test Email

Use Test to send a copy to yourself or another team member before using the Template with patients.
Always check patient-facing images before sending. Make sure the image is current, readable on a phone, and appropriate for the Patient Cohort receiving the Communication.

​
What you learned

You used:
  • Comms > Media
  • Upload Media
  • Media name, alt text, and description
  • the / menu in an Email Template
  • Choose from Media
  • the Letterhead Media item
  • Preview, Test, and Save as final checks
Next, learn how Media fits with Email Templates and reusable Template Components.