The marketing and transactional email set, so every WebVegas email starts at 8/10. Real logo in every header, light ground, one scarce sunset CTA per email, and one standard white footer locked on every email (logo, the "Stop Designing. Start Booking." tagline, a Log in link, our address, webvegas.io). Any number or review shown is a labeled sample placeholder. Cold prospecting email is sent as plain text from the outreach domain, not these designs — these branded emails are for warm, opted-in lists and for paying clients.
mail
Each email below is an inline-styled table island, not a tokens-driven component. Gmail and Outlook strip <style> blocks and external CSS, so each specimen ships self-contained: 600px table layout, inline styles, web-safe font fallback (the brand fonts will not load in mail), and bulletproof table buttons. The board chrome you are reading (captions, headers, frames) uses the design-system tokens; the email bodies inside the frames do not. Copy each island's table markup straight into the sender. The email signature lives on the Collateral board; this board is full sends.
Review surface
Every internal email Catalog
Every email WebVegas sends a CLIENT, rendered full, the way it actually sends. Scroll top to bottom and flag anything. End-customer emails are out of scope. The seven bespoke designs (Welcome, Your site is live, Receipt, Monthly report, Lead alert, Monty's Log, Announcement) are the detailed specimens further down and are linked from each category.
A · Leads & front desk
The money moments. Fast, mobile-first, programmatic. A1 New lead is the bespoke full design below.
A2 · We caught a missed call (Tier 2)support_agentA call goes unanswered, we text the lead back
A call came in that nobody could take. Your front desk texts the lead back so it does not go cold, and hands you the number to follow up. (We did not answer the call; if the receptionist answers live, that is the Booked or New lead event, not this one.) Caller-ID truth: we always have the caller's number; their name shows only when it already matches a contact in your CRM. We never invent a name.
From: alerts@webvegas.io · Subject: We caught a call for you
A call came in while you were tied up. Your front desk texted them right back so the lead does not go cold. Here is their number, so you can follow up yourself anytime.
A3 · Bookedevent_availableA job lands on the calendar
A job just went on the calendar, with everything you need at a glance: who, what service, date, time, address, plus the customer's phone and email so you can reach them about scheduling. Nothing for you to do. Bespoke clay illustration (joins Welcome and Site-is-live) — a more celebratory 4-option board is in review with the CEO to pick + refine. Supersedes the older "booked" template in notification-templates.html.
From: alerts@webvegas.io · Subject: Booked: Maria, deep clean, Tue 10:00 AM
A4 · Your front desk needs yousupport_agentThe AI hit a question it could not answer
Your AI front desk handles the whole conversation on its own. It pings you ONLY when a customer asks something it cannot answer — so you step in for the real questions, never the routine back-and-forth. Shows the exact question, the channel it came in on, and one tap to text or call the customer. Templatized and gender-neutral: we never assume a customer's gender.
From: alerts@webvegas.io · Subject: Maria has a question for you
A5 · Daily jobs snapshottodayEvery morning · the jobs on your WebVegas calendar
Replaces the old single-job reminder. A once-a-day list of the jobs booked through WebVegas, each with the customer's phone so you can call if something is off. We can only show what is on your WebVegas calendar, not jobs booked elsewhere. Send time: 5:00 AM in each recipient's local time zone.
From: hello@webvegas.io · Subject: Today: 2 jobs on the calendar
B2 · Weekly summarycalendar_view_weekOpt-in alternative to the daily pulse
A weekly version of the Monthly performance report (same KPI tiles, zoomed in to one week). For owners who do not want a daily email. Data only, no AI-written narrative.
From: hello@webvegas.io · Subject: Your week: 12 leads, 4 booked
You are billed only for the days you used. Hosting stays on until Jun 30, then point your domain anywhere you like. Your full site files are yours to keep.
C8 · You have been addedgroup_addOwner adds a dashboard user (cap 3)
The new teammate's first and only touch. This is the magic-link invite: tapping it signs them in and sets up their access. No "go log in somewhere else" step, no password, ever. (The owner gets a separate one-line "you added Sample User" confirmation.)
From: hello@webvegas.io · Subject: Your invite to Tidy Oasis on WebVegas
Build, launch, and the friction-free change loop. D1 Your site is live is the bespoke full design below.
D5 · Your site is ready to reviewpreviewYour full site is staged for approval — the launch gate
The launch gate. Your full managed site is built and on your private staging link. You review it, approve, and we publish to your real domain. Nothing goes live without your okay. Flagged as a bespoke-art candidate (the single most important gate in the relationship).
From: hello@webvegas.io · Subject: Your site is ready to review
D2 · Change request receivedcheck_circleOwner replied or texted a change
The first half of the reply-and-it-is-done promise. Confirms we got it. Never claims "a real person is handling it" — just "we're handling it." Requests stream into one open change list at a time (you can add more anytime; you cannot open a second list while one is in progress), mirroring the backend change-ticket model. CTA goes to your change requests on the dashboard.
From: hello@webvegas.io · Subject: Got it, we are on it
D3 · Changes ready to review (on staging)previewYour changes are built and staged for approval
The approval gate. Every change you asked for, built and waiting on your private staging link, with exactly what changed and where it landed (page items, plus anything in the navigation or site-wide marked NAV / GLOBAL). You review, then approve to publish. Two CTAs: review on staging, or view your requests. After you approve, a sibling "Your changes are live" note confirms it (D3b below).
From: hello@webvegas.io · Subject: Your changes are ready to review
D4 · Homepage revisions?rate_reviewFirst step after payment (onboarding capture)
Step 1 of the go-live process, right after checkout: the owner reviews their spec homepage and tells us any changes. Then we build the full site and send a private staging link to approve before anything publishes. Sets the expectation that nothing goes live without their sign-off.
From: hello@webvegas.io · Subject: Anything you would change on your homepage?
Take a look at your homepage and reply with anything you'd change. Once it's right, we build out the rest and send you a private staging link to approve — nothing goes live without your okay.
To clients / warm list, one-click unsubscribe. Both are bespoke full designs below: G1 Monty's Log and G2 Announcement. Cold outreach is plain text on a separate domain, not here.
Outbound
Marketing emails Marketing
Outbound sends a prospect or subscriber receives. Full sunset brand, one scarce gradient CTA, Monty optional, a white CAN-SPAM footer with a physical address and an unsubscribe link (both placeholders here).
For a warm, opted-in list (nurture, re-engagement, broadcasts) — not cold prospecting, which goes out as plain text from the outreach domain. Leads with the owner's world (their phone), not our mechanic. Two short lines, one sunset pill CTA, Monty waving. The only loud color is the button.
From: justin@webvegas.io · Subject: Your phone should be ringing more
A slow week is rarely about the work. People just can't find you, or they call and get voicemail.
We build and run your whole website for you. You never log in. You just get the calls. We even handle the AI part so you don't fall behind, it answers your phone and books jobs while you work.
Swappable slots:{{hero_line}}, {{body_1}}, {{body_2}}, {{cta_url}}, {{monty_pose}}, {{unsubscribe_url}}, physical address. Honesty: no proof or numbers claimed. CAN-SPAM: address + one-click unsubscribe in the white footer.
2 · Monty's Log (newsletter)calendar_monthMonthly, a mini-blog note from Monty
Monty's Log — a short note in Monty's voice, written like a mini blog post (two to four paragraphs). It goes to clients, so there's no prospect CTA and no loud sunset pill; the only action is a quiet "see your dashboard" link. Branded with the Monty avatar + series strip so it's recognizable in the inbox.
From: justin@webvegas.io · Subject: What "found on Google" really means
Hey, Monty here. When someone grabs their phone and asks "who's a good cleaner near me," Google shows them a short little list before anything else: three businesses, a map, a few stars. That list is where the calls come from. Almost nobody scrolls past it.
So the whole game is getting onto that list and climbing it. Three things move you up, and none of them are tricks. One, a real website that clearly says what you do and where you do it. Two, fresh reviews, because Google trusts a business that real people just vouched for. Three, the exact same business name, address, and phone number everywhere you show up online, so Google knows it's all the same you.
Here's the good news: that's the stuff we already handle for you in the background. The website is built and running, the review asks go out after a job, and your details stay matched across the web. You don't have to think about any of it. But if you ever want to give it a nudge, there's one tiny thing only you can do, and it's right below.
Monty's tip: next time a customer tells you they're happy, ask them right then for a quick Google review. In person, while they're smiling, beats any email. That one habit climbs the list faster than anything else.
Swappable slots:{{issue_no}}, {{headline}}, {{body_paragraphs}}, {{montys_tip}}, {{dashboard_url}}, {{unsubscribe_url}}. Monty's voice, mini-blog length; one quiet dashboard link, no prospect CTA.
System-sent
Transactional emails Transactional
System sends a paying client (or the owner) receives. No CAN-SPAM unsubscribe needed, but every one carries the same locked white footer. Same header lockup, same one-scarce-sunset-moment rule, the one standard footer. Every one of these renders through the Universal template below, so there is no bespoke design to get wrong.
0 · Universal notification The safe baseboltThe one template every system notification renders through
The single safe, generalized notification. Every system email the client gets, built or still on the backlog, renders through this skeleton by filling slots, so there is nothing bespoke to get wrong and nothing for AI to improvise. It is just: header (logo + Log in), an optional small Monty avatar, a clear title, one or two short lines, an OPTIONAL facts table (label / value rows), ONE optional action (a sunset button OR a quiet link, never both), and the locked footer. Web-safe fonts, data only, no AI-written prose, no generated icons. Shown here filling the "your site is live" notification (one of the mapped gaps).
From: hello@webvegas.io · Subject: {{subject}} · sample: Your site is live
Swappable slots:{{subject}}, {{avatar}} (optional, defaults to the steel Monty), {{title}}, {{body_1}}, {{body_2}} (optional), {{facts}} (optional label / value rows), {{action_label}} + {{action_url}} + {{action_style}} (button | link, ONE only, optional). Every notification in OWNER-NOTIFICATION-MAP.md maps to these slots: turn off the avatar, facts, or action and you still have a valid, on-brand, safe email.
3 · Welcome / onboardingboltImmediately after Stripe checkout
"Get in, [owner]. Let's book you some jobs." (a wink at the "get in loser" meme). Confirms the plan, sets the three things that happen next, and reassures the "I never log in" promise. Monty is in the driver seat of a Vegas convertible, peering over the shades right at you, Fear-and-Loathing road-trip energy. The reassurance well carries the WebVegas friction-killer: reply or text any change and a real person does it. The CTA points at the one thing they may want: their dashboard.
From: justin@webvegas.io · Subject: Get in. Let's book you some jobs.
Swappable slots:{{owner_name}}, {{plan_name}}, {{dashboard_url}}. Monty is in the Vegas convertible (the "get in" moment). The "reply or text us and it's done" line is the WebVegas friction-killer promise (build: task_659a594e). Transactional: locked white footer, no unsubscribe.
3.5 · Your site is live Celebrationrocket_launchThe full managed site goes live (within 7 days of close)
A genuine big-moment celebration, in the same spirit as the Welcome convertible. Monty throws both arms up beside the launched site, confetti flying. It congratulates, hands over the link, then invites edits the WebVegas way: open the edit portal OR just reply to this email and a real person handles it. Its own bespoke art, not the Universal base, because going live is the payoff moment.
From: justin@webvegas.io · Subject: It's live! Your new website just went up.
Swappable slots:{{owner_name}}, {{site_url}} (drives the headline link, the facts row, and the View-your-site button), {{edit_portal_url}}. Bespoke celebration art (Monty's launch cheer). The invite-to-edit line is the friction-killer: edit portal OR reply (build task_659a594e). Transactional: locked white footer, no unsubscribe.
4 · Receipt / invoicereceipt_longOn every Stripe charge
Clean Stripe-style receipt. Plan, amount, and the next charge date, all sample data. No marketing, no sunset CTA shouting; the one accent is the paid badge. A quiet "view invoice" link, not a loud pill.
From: billing@webvegas.io · Subject: Your WebVegas receipt, $297.00
Swappable slots:{{receipt_no}}, {{amount}}, {{paid_date}}, {{card_last4}}, {{plan_name}}, {{next_charge_date}}, {{invoice_url}}. All figures labeled sample. No sunset CTA, the paid badge is the only accent.
5 · Review requeststarAfter a job, via the review system
Asks for one review, one CTA. The button opens WebVegas's own ReviewLite widget (not a third-party form), which routes a happy customer onward to Google. Five clay stars set the ask; the sunset pill is the single click. If they're not thrilled, the "reach out to the owner" link opens an email straight to the owner so we fix it before anything goes public.
Swappable slots:{{customer_name}}, {{reviewlite_url}} (opens WebVegas's own ReviewLite widget), {{owner_email}} (the "reach out to the owner" mailto). Stars are text glyphs (always render). The "reach out to the owner first" path is the honesty-safe, no-gating-violation route.
6 · Monthly performance reportmonitoringFirst of the month
A KPI snapshot: leads, calls, reviews, and search rank. Every number is sample data, pulled straight from the system. No AI-written "analysis" — sent notifications report data only, never a generated narrative (AI lives on the dashboard, not in outbound mail). A quiet link to the full dashboard, no loud upsell.
From: justin@webvegas.io · Subject: Your month: 18 new leads
Swappable slots:{{month}}, {{owner_name}}, {{leads}}, {{calls}}, {{reviews}}, {{map_rank}}, {{summary}}, {{dashboard_url}}. Every KPI labeled sample data until wired to real metrics.
7 · Lead alert (to the owner)notifications_activeInstantly, the moment a lead comes in
Fast and mobile-first. The owner is on a job site. The headline is programmatic and source-agnostic ("Maria reached out."), so it stays true whether the lead came from a form, a call, or chat, and it never assumes gender (it says "them"). One glance shows everything captured: name, a tap-to-call phone, a tap-to-email address, what they want, their address, the lead source, and the exact time it arrived (an exact timestamp, never "X minutes ago", so the email's own delay never reads as ours). The phone is the loud sunset button; everything else is quiet.
From: alerts@webvegas.io · Subject: New lead: Maria S.
Swappable slots:{{lead_name}}, {{lead_phone}} (drives the tel: link + button), {{lead_email}} (drives the mailto: link), {{service}}, {{lead_address}}, {{source}} (Website form / Phone call / Chat), {{received_at}} (exact timestamp, not relative). Headline "{{lead_name}} reached out." is fixed and gender-neutral. The phone is the one loud sunset moment; the rest stays quiet for a one-glance read on a phone.
Each island above is paste-ready table HTML with inline styles only, 600px max width, web-safe font fallback, and bulletproof table buttons. Swap the relative ./assets/ image paths for hosted absolute URLs before sending (email clients cannot resolve local paths). The color lockup (logo-signature-horizontal-color.png) is used throughout, on both the light body and the white footer.
