Email Templates
Create and manage email templates for automated communications.
Overview
Email Templates allow you to create pre-written emails that can be sent manually or automatically through workflows. Templates support merge fields to personalize each message.
Accessing This Setting
- Go to Settings > Calendar > Email Templates
Configuration Options
Creating Templates
- Template Name - Internal name for the template
- Subject Line - Email subject (supports merge fields)
- Body - Email content with formatting
- Record Type - The object the template is built around (Activity, Project, Contact, Contract, Permit, Purchase Order, or Quote). The picker only shows fields valid for the chosen record type.
- Layout - Choose Normal (with company header/footer) or Empty (raw body only)
Merge Fields
Click Insert Field in the editor toolbar to open the field picker. The picker mirrors the Workflow Builder and lists every field available for the template's record type, plus fields on related records.
You can insert:
- System fields for the selected Record Type (e.g. project name, contract amount, activity start date)
- Custom fields defined for that record type
- Related-record fields — for an Activity-scoped template, you can insert fields from the related Project, Contact, and House (e.g.
Contact: First Name,House: Address) - Special values — current user name and email, today's date, and the current company's name
Inserted fields appear as styled chips in the editor and resolve to the matching record value when the email is sent.
Legacy bracket tokens
Existing templates that use the old bracket syntax (for example [First], [project_name], [salesperson_name]) keep working without edits — they continue to resolve when an email is sent from an Activity context.
Common Templates
- Appointment Confirmation
- Appointment Reminder
- Follow-up After Meeting
- Thank You for Inquiry
- Contract Sent Notification
- Project Status Update
Using Email Templates
Templates can be used:
- Manually when composing emails
- Automatically via workflows
- For bulk email sends
- In activity reminders
Confirmation vs Scheduled Emails
When templates are used with activities, they behave differently depending on how they're triggered:
| Usage | When Email Sends | Calendar Invite |
|---|---|---|
| Activity confirmation | Immediately when activity is created | Yes (.ics attached) |
| Scheduled email | At the activity's scheduled date/time | No |
Confirmation emails are sent when:
- A user selects a template when creating an activity
- A customer completes a public scheduling booking
Scheduled emails are queued to send at the activity's date/time and do not include calendar attachments. Use these for follow-up reminders or marketing emails.
See Activity Emails for detailed information on when each type of email is sent.