Email templates are a great way to save time, collaborate internally on email content, and create a more standardized way of communicating with your customers.
📌 Important to note: the user will need to have a role assigned to them that has the "Email Template" permissions enabled otherwise they won't be able to view, update, create, remove, or export email templates. At time of writing, Email Templates are part of the "Settings" Global Tool, which requires the "Admin Access" permission to access.
How to Create and Access Email Templates
Navigate to the "Settings" Global Tool, accessed at the left of the top gray bar
Scroll down to the "Email" section and select "Email Templates"
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In the top right corner click on "+ Add Email Template". The "Add Email Template" form will open up. Ensure you complete all mandatory fields (indicated by red text and an asterisk) to enable the "Create Email Template" button in the bottom right. Of course, fill in other fields too, as necessary. Press the button once you have finished entering all the details
📌 Important to note: The form has a toggle switched called "Public" (shown in the screenshot above) if you have the "Public" permission enabled - this is a sub-permission of "Email Template"). If you enable this toggle switch, your email template will be public and the whole team will be able to see it.
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Once you have created your email templates you can use them in an email by clicking on the blocks icon (see below).
🚀 Quick tip: You can pull up the email window anywhere in Planhat using the following keyboard shortcuts:
Mac users - click Cmd + B
PC users - click Ctrl + B
How to Organise, Clone and Delete Email Templates
Add folder: click on the "Add Folder" option in the top right corner, then name your folder and decide who you would like to share the folder with. Once you have done that, you can click and drag your email templates into the folder. It's important to mention that you can't place public email templates into private folders.
Remove an email template: click on the "Delete" button (trash can / rubbish bin icon) next to the name of the email template
Clone an email template: click on the "Create Duplicate" button
Formatting Your Email Templates
Format your emails however you like - you can copy-paste the data directly into the email template, or you can type it out in Planhat. To add links or to customise the email template a bit more, you can open "Code View" by clicking on the "</>" icon, which is located on the toolbar after you've selected "Text formatting" (the underlined A) - shown below.
If you're inserting links, you should use this structure:
<a href="[your link here]">Link text</a>.
📣 Pro tip: you can add a clickable image to your email template. To do that, you just need to add the image in and then click on the "</>" option, and add the following HTML code (changing the source of course):
<a href="https://www.planhat.com/"><img alt="Planhat" src="https://www.planhat.com/img/b-products/8@2x.png"width=150" height="70"></a>
🚀 Quick tip: once you have set up your email template you can do a quick check to make sure everything looks as expected before using the email template in your emails by clicking on "Show Preview".
📌 Important to note: We currently do not fully support GIFs.
Adding a Personal Touch
For an email template that could be sent out to several people at once, you might want to make it a bit more personal. Planhat enables you to do that with the use of merge tags. Merge tags enable you to add dynamic fields to your email templates. To learn more about Planhat's merge tags check out this article 👍.