Email Templates

Email templates are reusable emails (subject, body, and attachments) shared across the account. Use them in the conversation email composer and in one-time send campaigns.

Insert an email template

1. Conversations → Email.
2. Click Templates in the toolbar. The Email Templates window opens.
3. Search by name, subject, or content, or check My Templates. Click a template.
4. The subject, body, and attachments fill in, with merge tags replaced for this prospect. Edit as needed.
5. Insert a signature after the template if you want one.
6. Choose From (HiringCenter Email or a connected mailbox), then Send Email or Schedule.

Create a template

1. Open Templates from the email composer and click New Email Template.
2. Enter a Template Name, a Subject Line, and the Email Body. Merge-field chips under the toolbar insert tags such as {{firstName}}.
3. Optional: Upload Attachments (up to 3 files, 10 MB each: GIF, JPEG, PNG, PDF, Excel, Word, PowerPoint).
4. Click Save Email Template.

The body uses the same editor as every email, so you can click Style email to design a branded template with blocks, starter layouts, your brand kit, and Customize with AI. See Styled Emails and Customize with AI.

Drag the Reorder handle to change the order in the list.

Who can edit

Anyone who can send email can create templates and use shared ones. Admins and owners can edit or delete any template; managers and users can edit or delete only the ones they created.

Merge tags and Virtual Meeting Room

Email templates support the same tags as text templates: prospect, office, manager, upcoming meeting, and Virtual Meeting Room. {{virtualMeetingRoom}} becomes the link to the personal room of the person inserting the template; if they have no room, the template won't insert until they create one. Automations use a slightly different tag (the account room, or a specific user's room). See Meeting Rooms.

Campaigns

When you build an email one-time send, click Use Email Template to start from one. See Campaigns.

Templates vs signatures

A template is the email itself. A signature is the closing block stored on the identity. Use both: template first, then signature.