Email templates

What templates are for

An email template is an email you write once and reuse, such as a quote follow-up or a booking reminder. Templates belong to one workspace and live under Settings → Email templates. Anyone who can reply in the inbox, Staff and above by default, can create and edit them.

Today a template is used from an automation's Send email step. The assistant can also find your templates when you ask it about them.

Create a template

1. Open Settings → Email templates and select New template.
2. Give it a name and choose a category: Marketing, Follow-up, Bookings, Invoices, or Other.
3. Write the Subject and the Message.
4. Use the token buttons under the message to insert contact details at the cursor, then select Create template.

Template names must be unique within the workspace. The message is plain text; leave a blank line between paragraphs. HTML is not accepted, so the email layout around your text stays consistent and safe to send.

Tokens

A token such as {{ contact.firstName }} is replaced with the contact's details when the email is sent. They are the same tokens the automation editor offers:

• contact.firstName, contact.lastName, contact.fullName, contact.email, contact.phone, contact.businessName, and contact.leadSource
• workspace.name
• event.topic, the name of the trigger that started the automation

A token with no value comes out blank, so write around the gap: “Hi {{ contact.firstName }},” reads as “Hi ,” for a contact with no first name. Anything a contact typed into their own record is inserted as text and can never become part of the email's formatting.

Use a template in an automation

1. Open the automation and select its Send email step, or add one.
2. Open Start from a template and choose the template you want.
3. Adjust the copied subject and body for this automation if needed, then publish.

The list shows every template in the workspace, sorted by category and then name. See Actions for the Send email step itself.