E-mail templates: reusable texts with variables
Save the e-mails you write again and again as templates, with variables like the contact's first name that CRM fills in. Keep them for yourself or share them with the team, and use them in Inbox, sequences and invoices.
Email templates are under the e-mail menu. Creating templates needs the CRM Editor or Admin role.
Create a template
- Click New template.
- Name — for example Welcome email.
- Category — Sales, Marketing, Support, Follow-up, Welcome, Notification, Invoice or Other. Templates of the category Invoice are offered when you send an invoice.
- Share with team — colleagues can use it too.
- Subject and Body.
- Click a variable in the sidebar to insert it where the cursor is.
- Click Create template. A plain-text version is made automatically.
Variables
A variable is a placeholder in double curly brackets. You see it as written while you type; CRM fills it in when the e-mail is sent — from the contact or lead you write to, the deal, the invoice and you:
| Variable | Filled with |
|---|---|
{{contact.first_name}}, {{contact.last_name}}, {{contact.email}}, {{contact.company}} |
the recipient's contact |
{{company.name}}, {{company.industry}} |
their company |
{{user.name}}, {{user.email}}, {{user.phone}} |
you, the sender |
{{deal.title}}, {{deal.value}}, {{deal.stage}} |
the deal |
{{invoice.number}}, {{invoice.amount}}, {{invoice.issue_date}}, {{invoice.due_date}}, {{invoice.view_link}} |
the invoice, in invoice e-mails |
{{current_date}}, {{current_time}} |
today |
The sidebar Available variables lists all of them.
Find and use templates
The list has the tabs All (yours and the shared ones), Mine (the ones you made, shared or not) and Shared, a search and the category filter.
Use a template:
- in Inbox — — Insert template — in a reply, Use a template in a new e-mail, or Use template on the template's page;
- in a sequence step;
- when you send an invoice — the Invoice category.
Preview shows the template filled in with example data.
Edit and delete
The person who made a template, or a workspace admin, edits and deletes it. Colleagues use a shared template but do not change it.
If something doesn't work
A template does not appear when I send an invoice
Only templates of the category Invoice are offered there. Edit the template and change its category.
A variable stays empty in the e-mail
The record has no such value — for example a contact without a company leaves {{company.name}} empty, and {{deal.title}} is filled only in an e-mail about a deal. A recipient who is not a contact or a lead in CRM gets only the variables about you and the date.
Unauthorized action.
The template is a colleague's. Ask them or a workspace admin to change it.