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Email

Email templates

Save emails you send often, with placeholders for the client's name, and reuse them when composing, in automations and in email sequences.

In short: An email template is an email you write once and reuse: a name, a subject and a message. Placeholders such as {{firstName}} fill in each client’s details. You use templates when you write an email from a work item, in automations that email the client, and in email sequences.

Where to find templates

Click your avatar (top right) > Settings > Templates. The page has three cards:

Subtask templates – “Predefined checklists of subtasks for a work item.”
Email templates – “Single reusable email bodies with placeholders.”
Email sequence templates – “Multi-step automated email sequences.”

Each card shows how many templates you have. Click a card to open its list.

Settings > Templates

Create an email template

On the Templates page, click Email templates.
Click + New Template.
Fill in the New Email Template window:
- Template name – a name for your team, e.g. Quarterly bookkeeping. Clients don’t see it.
- Subject – the email’s subject line, e.g. Documents needed.
- Message – the email itself. Use the toolbar for bold, italics, links and lists.
To insert the client’s details, click where they should go, then click Add a placeholder and choose First name, Last name or Company name.
Click Create Template.

Adding a placeholder to an email template

Placeholders

You choose	It appears as	When the email is sent
First name	`{{firstName}}`	The client’s first name
Last name	`{{lastName}}`	The client’s last name
Company name	`{{companyName}}`	The organization’s name

For an organization, first and last name come from its contact person.

Example message: Hi {{firstName}}, please provide your statements for {{companyName}}.

Edit, deactivate or delete a template

On the Email Templates list, open the template’s ⋮ menu:

Edit – change it in the Edit Email Template window, then click Save Changes.
Deactivate – hide it from use without deleting it.
Delete – remove it for good.

The list shows each template’s Subject, the start of its Message, its Status and when it was last updated.

Use a template

When writing an email: on a work item, open the Emails tab > Compose email. In the New message window, pick the template under Template (“Select template”). The subject and message fill in, and you can still change them before you click Send.
In an automation: choose the action Send a Client Email and pick the template. The email goes out to the client when the automation’s condition is met. See Automations.
In an email sequence: every email in a sequence uses a template. You can change the subject or message for one sequence with the pencil button, without changing the template itself.

Email sequence templates

An email sequence template saves a whole series: a first email and follow-ups, each with its template and timing. Go to Templates > Email sequence templates > + New template, give it a Template Name, set up the emails and click Save template. It then appears under
Start from a template when you start a sequence. See
Email sequences.

Tips

Create your email templates before you build sequences or automations that use them.
Sending email needs a connected Microsoft mailbox. See Connect your email.

Still stuck? Email support@procharted.com and we’ll help you out.