Email Templates and Contents
Email Templates are predefined messages the system sends on your behalf — to leads, customers, staff and projects. They keep wording consistent no matter who triggers the send, and remove the need to compose the same message repeatedly.
Where to find it
Go to Setup > Company > Email Templates. Templates are grouped by purpose, such as Leads, Projects and Customers.
Creating and Managing Email Templates
- Open Setup > Company > Email Templates and review the existing list.
- Select the type of template you want to create or edit.
- Write the subject and body.
- Insert placeholders where the message should carry live values.
- Save. The template applies to every send of that type from then on.
Template types
| Group | Sent for |
|---|---|
| Leads | First contact and follow-up with prospects. |
| Customers | Transaction messages — invoices, statements, receipts. |
| Projects | Project updates and milestone notifications. |
| Staff | Internal notifications to users. |
The groups available depend on the modules in your subscription.
Placeholders
Placeholders are replaced with real values when the message is sent, so one template serves every recipient. Available placeholders depend on the template type — a customer template can reach customer and document values, a lead template cannot.
Send yourself a test after editing a template. A placeholder that does not resolve appears to the customer exactly as you typed it, which is the kind of mistake that gets noticed.
Header and footer
Do not repeat your branding and contact details in each template. They belong in the shared header and footer configured in SMTP Setup, which wraps every message.
Who can edit templates
Template control is a Super Admin privilege — see Users and Their Permissions.
Related pages
- SMTP Setup — how mail is sent, plus header and footer
- Email Log — confirming what was sent
- Automatic Email Reports — scheduled sending