Email Templates
Required Permission
Marketing - You must have the Marketing permission to access this setting.
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
- Category - Group templates by purpose
- Active Status - Enable or disable templates
Merge Fields
Insert dynamic content:
- Contact information (name, email, phone)
- Project details (name, address, value)
- Company information
- User information (sender name, title)
- Dates and appointments
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.