A template is an email you write once and reuse. Open Email templates, click New template, and fill in a Name, a Subject and a Body. A workflow can send the template, so one edit reaches every workflow that uses it.
Before you start
Templates are for emails you send or automate yourself. The invoice, contract and shift emails EventSage sends for you are separate, and Reword the emails EventSage sends for you covers those.
By default the Owner and Admin seats can write and delete templates. Manager, Assistant and Sales seats can write them but not delete them, and a Viewer can only read them. Operations and Accountant seats can't open the page. The owner can change that for any role.
Steps
- Open Email templates. It's in Settings, under Emails & automation. The list on the left shows each template by name.
- Click New template. A template called "Untitled template" appears in the list and opens on the right.
- In Name, type a name that helps you find it later, like "First reply to a lead".
- In Subject, type the subject line. To add a smart field, type two opening curly braces and pick one from the list.
- In Body, write the email. Use the toolbar to format the text. Click Insert field to drop a smart field in at the cursor, such as Client first name or Event date. You can type in the list to search it, for example "guest count".
- Click out of the field. There is no Save button. A template saves when you leave a field, and Insert field saves at once.
- Check Live preview under the editor. It fills each smart field with sample data so you can see how it reads. The real client's details fill in when the email sends.
How smart fields work
A smart field fills in from the client and the event when the email goes out. The list is grouped under Client, Event, Proposal, Business and dates and Your booking links. Any custom fields you made appear under Your contact fields and Your project fields.
Fields in Form (form steps and form triggers) and Product (Product booked trigger) fill in only for a workflow that starts from a form or a product booking. Leave them out of a template you plan to use anywhere else. The workflow builder grays out any field its trigger can't fill, and it won't turn on a workflow whose email uses one.
Paste your own HTML
Click HTML above the body to paste finished markup. Rich text switches back. EventSage doesn't convert the body when you switch, so the same markup shows in both. A complete document, one that starts with a doctype or an html tag, is sent exactly as written. Anything shorter gets your branded header and a footer wrapped around it.
Delete a template
- Click the template in the list.
- Click the trash icon at the top right of the editor. It's called Delete template.
- Click Delete to confirm.
If a workflow step uses the template, or a form sends it when someone submits, EventSage refuses and names those workflows or forms. Pick another template there first, then delete it.
Something look off?
Work through each check in order. Most fixes take under a minute.
An email step says its template is gone
- 1 · Open the workflow and click the email step. A note says the template is gone and the step can't send.
- 2 · Click Write it here instead, or pick another template under Load a template.