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Manage email templates

Email Templates (/email-templates) stores reusable layouts for Email Campaigns and batch email. Templates support categories, active/inactive status, channel filters, and a full editor with preview. SMS and WhatsApp template hubs live at /templates/sms and /templates/whatsapp; this topic covers email only.

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Who can do this​

Users with Email Templates permission.

Before you begin​

  • Brand copy and imagery ready
  • Email integration connected (for send tests)
  • Understanding of merge/preview variables used in your workspace

What you'll accomplish​

  • At least one saved template selectable in the campaign builder
  • Filter and search workflow for large template libraries

Step-by-step procedure​

Browse templates​

  1. Open Email Templates (/email-templates)—also reachable from Email Campaigns → Templates.
  2. Use filters:
    • All Categories, General, Welcome, Newsletter, Promotional, Transactional, Follow-up
    • Active / Inactive toggle
    • Channel and template mode filters when shown
  3. Search by template name.

Create a template​

  1. Select Create Template.
  2. Enter template name, category, subject line, and body (HTML or rich editor).
  3. Use Template Preview to validate layout on desktop.
  4. Save—template appears in the list as Active unless marked inactive.

Edit or duplicate​

  1. Open a template from the grid.
  2. Adjust content; preview again before save.
  3. For variants, duplicate then rename (keeps original campaign history clean).

Use in campaigns​

  1. Email Campaigns → Create Campaign → Step 3 Template.
  2. Choose Template (Optional)—pick saved template or No Template (Plain Text).
  3. Edit in Step 3 if you need a one-off tweak without changing the library master.

Extended guidance​

Template hygiene matters at scale: deactivate seasonal templates so they never appear in the campaign picker. Use All Categories when auditing; switch to Promotional before Black Friday-style sends. When batch email from contact records references a template by name, edits propagate—communicate template changes to the team before saving. Store preview screenshots in Files for compliance archives. Pair every template with a plain-text fallback mindset—even HTML templates should read well when images block.

Practice scenarios​

Scenario A: Marketing ops audits All Categories before a product launch, deactivates outdated promos, and confirms the launch template appears in Create Campaign Step 3. Scenario B: Compliance requests proof of the transactional footer—export Template Preview PDFs from two active templates.

Sandbox validation​

Repeat the procedure in a test workspace or with two internal colleagues before customer-facing launches. Document who approved each step (marketing, legal, ops). Screenshot Verify your work outcomes for audit trails. When something fails, capture the URL, role, timestamp, and exact UI label clicked—Support resolves tickets faster with that context. Re-read See also links after your first successful run; adjacent topics often cover edge cases you have not hit yet.

Team rollout checklist​

Assign a single owner for this workflow per workspace. Schedule a 30-minute handoff training with screen share. Add the See also links to your internal Notion or wiki. Re-verify after each major product release (labels move occasionally). Pair junior staff with a senior reviewer for the first live execution. Log lessons learned in your team retro—especially permission surprises and integration timeouts.

Keep learning​

Bookmark this page and the Product module map. After major releases, re-walk Step-by-step procedure—UI labels move occasionally. Share feedback with your workspace Admin so Help stays aligned with how your team actually works.

Verify your work​

  • New template visible in campaign Step 3 picker
  • Preview renders merge placeholders correctly
  • Inactive templates hidden from pickers when filtered

Tips​

tip

Maintain a Transactional category separate from Promotional so compliance reviews stay fast.

tip

Name templates with channel + purpose (e.g. Newsletter — Monthly) so marketers find them under Search campaigns...-style search in the template hub.

Troubleshooting​

| Template missing in campaign | Mark Active; refresh builder | | Preview blank | Re-save body; check HTML blocks | | Cannot open editor | Email Templates edit permission |

See also​