Creating And Using Email and SMS Templates

Using The Templates Feature In The Conversation Area


Hi, I’m Allie, our AI-powered, training personality.

In business, we often need to send the same message to many different customers. A good example of this is when a customer purchases a new product. When this happens, we need to send out a confirmation of purchase, or perhaps some details about the product. Web Geeks marketing platform, allows you to create email and SMS templates for occasions such as these, to eliminate the need to type out the same message multiple times. Today we are going to walk you through this process.

Let’s get started!

First, we need to head on over to conversations in the left-hand sidebar. Then we need to go to the top of the window and select “Templates”. Now all you have to do is select add template at the top right. Here you can pick whether you would like to create an email or SMS template. I am going to start by creating an email template.

As you can see, clicking here has opened up an email editor for us. This is much the same as any email editor. On the right-hand side, you can see a preview screen. This will allow you to view what your email will look like when it is received. The first thing we need to do, is give our email a name, so that we can tell which template is which when sending an email, this could be something like “Confirmation of purchase”. For now, I am just going to call it, “test email”. Then we need to add the subject line for our email. This is what will be seen by our customers. For the sake of example, I am just going to put, “test subject”. Underneath is the area where you can type out and format your message. I will just type “test” for now.

Unlike run-of-the-mill email editors, this editor allows you to be a little more creative with your text. There are, of course, all the normal functions, such as font type, size, alignment etc.

Then we have text styles. Web Geeks have implemented this function to help you maintain consistency in your text sizes. Here we can choose many different options. We can use the paragraph setting for bodies of text. Then Headings one through six for titles and subtitles. Then we have additional formatting options here you can add in things such as block quotes. or even code to format your templates just how you would like them. Then, you can add a custom value, allowing you to easily personalise your messages, without having to type in the name, address or other details. For example, if you go to custom values, then contacts, then full name, the system will insert a code into your email that will retrieve the name of the contact you are sending this to, and place it in the email. Making your job, that little bit easier. As you can imagine there are many different uses for this tool.

After you have finished writing your email, you are able to attach a file to the template. A good use of this would be adding a product brochure or perhaps terms of services. Or even just your company logo. Then, if you like, you can send a test email to see what the email looks like on different devices. Lastly, all you need to do is hit save, and your template will be added to your templates library.

Creating an SMS template is the same process. Let’s open up an SMS template I made earlier. Now, as an SMS is rather limited in terms of customisation, so too is the editor. However, you are still able to insert custom values, so your text messages can still be personalised. You are also still able to attach files if needed. However, I would recommend always testing an SMS template if you are attaching a file.

So, now you have your templates, how do you use them? Well, the first way to use them, is to head over to either the contacts or conversations section. For now, I am just going to head over to contacts. Then I am just going to open the first contact on my list.

You can use your template from the conversation panel in the middle, by clicking on send email or send SMS. Then go to the bottom of the editor and click on the small paper icon. This will bring up a pop-up menu with a drop-down that will allow you to choose any template saved in your templates area. Then you can just click on send!

Another use for templates is implementing them into campaigns. However, that will be covered in a different video.

And that’s all there is to it!

Now you know how to create and send an email template saving you lots of time in the future.