Email Templates allow you to write an email once and re-use it over and over again. In Sprout Studio, email templates make use of variables, which allow you to insert a placeholder variable that will be replaced with specific client/shoot details once the email template is used.
How to create an email template
To create a new email template, go to Settings > Communication > Email Templates and click the "New Email Template" button in the "Email Templates" section.
When creating (or editing) an email template, you can specify:
- The name of the email template (for your reference only).
- The subject line for the email.
- The body (or contents) of the email.
Keep in mind Email templates can be cloned if you need a similar or duplicate email template for a different type of photography, for example.
How to format an email
While writing an email template, you can take advantage of the various formatting options in the top-left of the email body section such as bold, italics, bullets, etc.
You can also use the "View Code" button (which is the "< >" button in the top-right corner of the email body section) to view the HTML of your email and do more advanced formatting if you prefer.
How to use email variables
In the top-right of the email body section, you'll notice the various email variable dropdowns, such as Shoot Properties, Client Properties, and so on.
Inserting an email variable allows you to insert a placeholder that will be replaced once the email template is used. For example, clicking the "Client Properties" button, and then choosing "Client First Name" will insert a variable that looks like [[first_name]] wherever your cursor is. When that email is used with a client, it will replace [[first_name]] with the client's actual first name as entered in their contact information.
This way, "Hi [[first_name]], thanks for getting in touch" from an email template gets replaced with "Hi Frank, thanks for getting in touch" when you're using it in a Lead or Shoot with a client who's first name is "Frank".