Deskie lets you put your own identity on the workspace and tailor the wording of certain transactional emails. There are two separate areas to understand: workspace branding (a brand color, your logos, and supporting company images and details), and custom email content (extra messages you write that get inserted into specific confirmation emails, configured per resource, per pass, per tour, and for mail notifications). This article explains exactly what each setting controls, based on how it works in the product.
Brand color
Your workspace has a single brand color stored on the workspace profile. It is chosen from a fixed palette of twelve preset swatches rather than entered as a free-form hex value, so the choices stay consistent and legible. If you submit a color that is not one of the preset swatches, the change is rejected. You can also clear the brand color to fall back to the default appearance.
Updating the brand color requires the workspace management permission, so only a workspace owner or admin can change it.
Important: the brand color is used for in-app and workspace-facing styling, including your public-facing site, where it is applied as the primary color. It is not injected into transactional emails. Deskie's confirmation emails use their own fixed visual theme, so changing the brand color does not recolor the emails members receive.
Logos and company images
Alongside the brand color, your workspace profile holds a set of images you can upload and remove individually:
- Light logo and dark logo
- Light icon and dark icon
- Mobile icon
- Background image
Each image is uploaded to storage and the previous file for that slot is removed automatically when you replace it. Uploads are capped at 10 MB per file. Deleting an image clears that slot and removes the stored file.
The dark logo and the background image are used on your workspace login page, which is why those load even before a visitor signs in. If you have multiple locations, note that branding lives at the workspace level, so these images apply across the whole workspace rather than per location. For how workspaces and locations relate, see Workspaces and locations.
Company details and social links
The same settings area stores your company details: company name, contact email, phone, website, address, country, and timezone. Saving company details also updates the workspace name itself when the name changes. The country falls back to one of your locations' country if you have not set it on the profile, and the timezone defaults to UTC until you set it.
You can also store social media handles for Facebook, Instagram, LinkedIn, and Twitter. These are kept on the workspace profile and surface on your public-facing site, for example in the site footer. For your public site, see Public website.
How custom email content works
Several of Deskie's confirmation emails support an optional custom message. The pattern is consistent: there is a toggle that enables custom content, and a text field that holds the message. When custom content is enabled and a message is present, that message is inserted into the email; when it is disabled, the standard email is sent without the extra message.
The custom message is added as an extra highlighted block within the email. Line breaks you type are preserved, and any URLs you include are turned into clickable links automatically. The custom message is added to the standard email rather than replacing it, so the normal confirmation details still appear.
This is useful for things like door codes, parking instructions, Wi-Fi details, arrival directions, or a thank-you note specific to a particular resource or pass.
Per-resource custom emails (booking confirmations)
Each bookable resource has its own custom email toggle and message. When enabled, the message is inserted into the booking confirmation email that goes out when that resource is booked. The custom message appears as a highlighted block placed just before the booking details. Because it is configured on the individual resource, you can give each room or desk its own arrival instructions. The custom message only flows into the confirmation when the toggle is on for that resource; otherwise the standard booking confirmation is sent. For the booking flow itself, see Booking a resource.
Per-pass custom emails (purchase receipts)
Each pass type has its own custom email toggle and message in the same way. When enabled, the message is inserted as a highlighted block before the pass details in the pass purchase receipt email, both for admin-issued passes and for passes bought through your public site. As with resources, the custom content is included only when the toggle is enabled for that pass type. For more on passes, see Passes.
New mail notification emails
Your workspace has a mail notification email setting with the same enabled toggle and custom content field. When enabled, your custom message is included as a highlighted block in the email members receive when new mail is logged for them. This setting lives at the workspace level. For the mail workflow, see Mail handling.
Tour confirmation emails
Tour confirmations work a little differently. The confirmation email is always sent when a tour is booked. The toggle and content field control whether your custom message is appended to that email: when the toggle is on and a message is present, the message is added as an extra block; otherwise the standard tour confirmation is sent on its own. As your custom message in the other emails, line breaks are preserved and URLs become clickable. Tour confirmation settings can be set as a workspace default and overridden per location. For tour booking, see Tours.
Member welcome emails
When a new member is created, the welcome email is governed by your workspace's active membership agreement. That agreement has a welcome email toggle and a welcome email body; when the toggle is on, the welcome email is sent to the new member, and when it is off no welcome email is sent. Unlike the resource, pass, and mail messages above (which are added as an extra block), the agreement's welcome text replaces the default body paragraphs of the welcome email. The standard welcome header, the onboarding button, and the footer still appear around it. For onboarding, see Inviting and onboarding.
Workspace defaults versus per-location overrides
Branding (the brand color, logos, company details, and social links) is stored once per workspace and applies workspace-wide. Tour confirmation email settings are an exception that can be set as a workspace default and then overridden for a specific location, with the location-specific setting taking precedence when present and the workspace default used otherwise. The new mail notification email setting is stored per workspace. Resource and pass custom emails are inherently per resource and per pass type.
Who can change these settings
Changing the brand color requires the workspace management permission, which is held by workspace owners and admins. Branding and email settings are workspace configuration, not personal preferences, so they apply to everyone in the workspace once saved. For the full breakdown of who can do what, see Roles and permissions.
Tips for writing custom email content
- Keep it specific. Because resource and pass messages are tied to a single resource or pass, use them for details that only apply to that item, like a specific room's door code or a particular pass's check-in process.
- Links work automatically. You can paste a URL directly into the message and it becomes clickable. There is no need to format it.
- Line breaks are kept. Format the message with line breaks for readability; they carry through to the email.
- Remember it is additive. For resources, passes, mail, and tours, your message appears alongside the standard confirmation, so you do not need to restate the booking, purchase, or tour details.
- Turn it off to revert. Disabling the custom email toggle returns that email to the standard version without deleting the text you wrote, so you can re-enable it later.