This guide instructs users on how to create an email template using the Templates app within their account.

An email template is a pre-formatted document, which you can use to quickly create and send text-based messages to your clients for various purposes. Our email templates integrate with your Contacts as well as other various applications on the platform.

To Create an Email Template:

  1. Navigate to the Templates app using the app drawer at the top right of the screen.

  2. Just below the app drawer icon, there is a button titled “+ New Template.” Click this button, and then select “Email.”

An empty form will appear with various prompts for text entries. Below, we will explain what you need to enter into each of these fields.

Title

This is the name or title of your email template.

Description

This is a brief description that informs you and your team of what type of content is within the template or its purpose.

Reply to

In this field, enter the email address you would like to use to receive email responses when using this template. If someone replies to your email, their response will go to the address in this field.

Subject

This is the subject line of your email as it will appear to the recipient.

Message

The message field is where you will input the text that you intend to send to your clients. As you enter text, a preview will appear on the right showing what your message will look like to the recipient. There is no limit on the number of characters you can have in your email.

Attachments

If there is anything you wish to attach to the email template, simply click on the “Attach” button located at the bottom of the Message area. This will open the file explorer where you can select the attachment from anywhere on your computer.

Note - There is a cumulative attachment maximum size of 20MB. There is no limit on the number of files you can attach as long as it does not exceed this limit.

Personalization Options

The templates app allows you to inject personalization options into your templates. This is a useful time-saving tool that can auto-inject data specific to each client.

For example, the first option category that appears is called Business. This includes identifiers such as Business Name, Phone Number, Email, and more. For this demonstration, we will select “Business Name.”

You will now see the text “{{Business-Business Name}} within your message field. The recipient will not see that text, but will instead see their own business name.

If you send the email in the template above to “Joe’s Plumbing,” the recipient at Joe’s Plumbing will receive an email that looks like this:

Subject: “Greetings, Joe’s Plumbing”

Body: “Hi Joe’s Plumbing”

As you scroll through, you will find a long list of personalization options that come from your Contacts, InstaSites, and InstaReports prospects. You can also inject your personal data. The added code will automatically inject the correct data according to the information from your contacts list.

Warning - If you do not have the necessary data stored within your contacts or your account, the system will not be able to inject the data. In the example above, the recipient will receive an email that says “Hello {{Business-Business Name}}” if you did not associate the recipient with the Business Name in your contact information.

Testing Your Template

Before using your new template with real clients, you can test it out by sending a test email to an address of your choosing. Email automation costs 1 credit per email. There is no character limit.

At the bottom of the menu, you will find a prompt that says “Test your email.” Enter the name you want to display as the sender in “From Name” followed by the destination email address in the following field. Once you enter the information correctly, click “Send Test.”

Finalizing Your Template

When you are satisfied with your template, be sure to save your work by selecting “Save” in the top right corner of the menu. Clicking “X” or clicking outside of the menu will cause you to lose unsaved work.

Your email template will now be available to use in other applications.

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