Create email templates
Create customized email templates for general emails, scheduling emails, signup sheet emails, and welcome emails, and apply the template when communicating with your teams.
Important
Administrators can add and edit personal templates, but only organization administrators can manage shared templates.
Select Edit Templates in the top right of any email window to create or edit a template.
Create an email template
There are four types of email templates:
General emails are only available on the People tab or if you're contacting an entire team from the Team Settings. Blockout requests are stored under general email templates.
Schedule emails can only be sent from a plan or matrix and include buttons with links to take people back to the Plan.
Signup Sheet emails are only available on a plan or matrix when signup sheets are enabled. These also include a button that takes people to the signup.
Welcome emails can be found when creating a new profile, emailing an individual, or contacting an entire team from the team's settings.
To create a template, select the type of template using the tabs at the top of the popup, and then select the Create [type] Template button at the bottom.
To edit an existing template, select the template name.
Tip
Any template with the shared stamp will be available for others as well. If there is no stamp, you are the only one with access to that template.
Edit your email template
After selecting a template, you can make the following changes in the Email Template popup:
If you're an organization administrator, you can use the tabs in the top right to make this template available to only you (Personal) or visible to others (Shared). Shared templates are available for everyone in your account. All other permission levels can only create personal templates.
Enter the title of the template in the text field at the top.
For schedule or signup sheet templates, you can check the Use as subject box to use the template title as the email subject. This is set automatically for general and welcome emails.
Type any specific information you'd like to include in the body of the template.
Select the {{}} Placeholders button in the bottom right to add placeholders to your email. They appear in the template with
{{ }}but are replaced by the actual text when the emails are sent.Select the <> Source code button in the bottom right to switch to Source Code view, which allows you to see the full HTML code (for advanced users).
When the template is finished, select Save.
Email your people
When you are ready to send your email, choose your template from the dropdown in the Email These People popup.
When the To field is set up with all the people that you want to email, select Send [number of recipients].
Email template examples
Expand the sections below to view email template examples.
The following general template can be sent to volunteers who've received a background check request.
You can create a schedule template to send to people who are scheduled to an updated plan.
The following signup sheets template is an example of what you can send to volunteers when a signup sheet is available.
