Email Templates

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Create customized email templates for General Emails, Schedule Emails, SignUp Sheet Emails, and Welcome Emails, and apply the template to emails you send your teams.


Administrators can add and edit personal templates, but only Organization Administrators can manage shared templates.

Click Edit Templates at the top of any email window to create or edit a template.

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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.

  • 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 Settings.


Blockout Requests are stored under the General Email Templates.

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  1. Choose the tab for the type of template you want to create.

  2. To edit an existing template, click the template name.

  3. 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.

  4. To create a template, click Create Template.

Edit Your Email Template

After you select a template, you can make changes to it.

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  1. Organization Administrators can specify whether this template is for you only (Personal) or visible to others (Shared). Shared templates are available for everyone in your account. All other permissions can only create Personal Templates.

  2. Enter the title of the template.

  3. For Schedule or Signup Sheet email templates, you can choose to use the template title as the email subject. This is set automatically for General and Welcome emails.

  4. Type any specific information you'd like to be in the body of the template.

  5. Add placeholders to the email body. They appear in the template with {{ }} but are replaced by the actual text when the emails are sent.

  6. Switch the email composer to Source Code view, which allows you to see the full HTML code. For advanced users.

When the template is finished, click Save.

Email Your People

When you are ready to send your email, choose your email template from the dropdown.

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When the To field is set up with all the people that you want to email, click Send.

Email Template Examples

Expand the sections below to view email template examples.

Background Check

The following General template can be sent to volunteers who've received a background check request.

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Plan Information

You can create a Schedule template to send to people who are scheduled to an updated plan.

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Signup Sheet

The following Signup Sheets template is an example of what you can send to volunteers when a signup sheet is available.

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