Email Templates: Create & Use

Purpose: Email templates let you save reusable messages with personalization fields that auto-fill contact details. Use them for follow-ups, introductions, check-ins, or any email you send repeatedly.

Before You Begin

All users can create email templates. Templates can be kept private or shared with the team.

Accessing Email Templates

1. Click Settings in the left navigation.
2. Under Communication, select Email Templates.
3. You'll see all existing templates displayed as cards. Use the Search, Category, and Visibility filters to find specific templates.

Creating an Email Template

1. Click + New Template (top right).
2. Enter a Template Name (required).
3. Select a Category from the dropdown (optional). Categories are preset and help organize templates.
4. Check Share with team if you want others to use this template. Leave unchecked to keep it private.
5. Add Tags to organize templates for easy filtering (optional). Type to create new tags or select existing ones.
6. Enter the Email Subject (required). You can use merge fields here (e.g., "Following up, {{contact.first_name}}").
7. Compose your email in the Email Body section (see below).
8. Click Create Template.

Composing the Email Body

The email editor uses a block-based format. Each paragraph, heading, image, or element is its own block.

To get started: Click in the body area and start typing. Press Enter to create a new block.

The toolbar appears at the top of the body section with formatting options:

Icon	Function
+	Insert elements (text, heading, image, button, table, list, etc.)
AI (sparkle)	AI writing tools (improve, simplify, shorten, change tone, translate)
¶	Text format (headings, quotes, lists)
Alignment	Left, center, right, justify
B / I / S	Bold, italic, strikethrough
...	More formatting (underline, highlight, clear styles)
List	Bullet, numbered, or todo lists
Link	Insert hyperlinks
Image	Upload, paste URL, or select from Media Manager
Table	Insert and manage tables
{x}	Insert merge tags from dropdown
Emoji	Insert emojis

Using Merge Fields

Merge fields automatically insert contact-specific information when the email is sent.

Two ways to insert merge fields:

1. From the toolbar: Click the {x} icon and select from the dropdown list.
2. From the reference panel: Scroll down below the editor to see Available Merge Fields. Click any field to copy it, then paste into your template.

Common merge fields:

Field	Inserts
{{contact.first_name}}	Contact's first name
{{contact.email}}	Contact's email
{{sender.first_name}}	Your first name
{{sender.signature}}	Your email signature
{{team.name}}	Organization name
{{date.today}}	Today's date

Merge fields are organized by category: Contact, Lead, Property, Sender, Organization, Date & Time, and System.

Template Cards

After creating a template, it appears as a card showing:

• Template name and subject line
• Preview of the body content
• Tags applied
• Category, usage count, sharing status, and author

Each card has three actions:

• Preview — See how the template renders with sample data
• Edit — Modify the template
• Delete (trash icon) — Remove the template

Previewing a Template

Click Preview on any template card to see how it will look when sent.

The preview modal lets you:

• Toggle between Preview, HTML, Desktop, and Mobile views
• See merge fields replaced with sample data (e.g., "John Doe")

Editing a Template

1. Find the template and click Edit.
2. Make your changes.
3. Click Save (or use Cmd/Ctrl + Enter).

Tips

• Keep templates short and scannable. Long blocks of text are harder to read on mobile.
• Test with Preview. Always preview to see how merge fields render before using a template.
• Use tags to organize. If you have many templates, tags make them easier to find.
• Name templates descriptively. Include the purpose or use case in the name (e.g., "Post-Call Follow Up" or "New Lead Introduction").

What's Next

[Text Templates: Create & Use →]