Email Templates Guide

By creavio Team April 10, 2026 1 views

Email Templates Guide

You send the same types of emails over and over. Inquiry response. Booking confirmation. Session prep. Gallery delivery. If you are writing each one from scratch, you are wasting hours every month. Templates fix that.

Accessing Email Templates

Go to Communication > Templates. You will see two sections:

  • System templates — pre-built templates for transactional emails (booking confirmation, invoice sent, gallery delivered, etc.). These are used automatically by creavio. You can customize their content but not delete them.
  • Custom templates — templates you create for manual or automated sending.

Creating a Custom Template

  1. Click + New Template
  2. Enter a name (internal, for your reference) and subject line
  3. Write the email body using the rich text editor:
    • Formatting: bold, italic, headings, lists, links
    • Images: insert images from your media library
    • Buttons: add call-to-action buttons with custom links
  4. Insert merge fields to personalize each email
  5. Click Save

Merge Fields

Merge fields pull data from the client record so each email feels personal. Available fields:

  • {first_name} — client's first name
  • {last_name} — client's last name
  • {email} — client's email
  • {session_type} — the booked session type
  • {session_date} — the session date
  • {invoice_total} — invoice amount
  • {gallery_link} — link to the client's gallery
  • {booking_link} — your booking page URL
  • {business_name} — your business name

Template Ideas for Photographers

Inquiry Response

Subject: "Thanks for reaching out, {first_name}!"

Send within minutes of a new inquiry. Include your availability, a link to your portfolio, and a booking link. Speed wins inquiries.

Session Prep (7 days before)

Subject: "Getting ready for your session!"

Include what to wear, what to bring, location details, and your phone number for day-of questions.

Gallery Delivery

Subject: "Your photos are ready, {first_name}!"

Include the gallery link, download instructions, and a note about sharing on social media (tag request, credit preference).

Review Request (30 days after)

Subject: "How was your experience?"

Ask for a Google review. Include a direct link to your Google Business profile review page.

Anniversary/Re-engagement

Subject: "Happy anniversary, {first_name}!"

Send on the wedding anniversary. Mention family sessions, print orders, or album upgrades.

Using Templates

Use templates in three ways:

  • Manual send — from a client profile, click Send Email, select a template, personalize if needed, and send.
  • Bulk send — select multiple clients, use bulk email, and choose a template.
  • Automation — attach templates to workflows that trigger on events like new booking, invoice paid, or gallery delivered.

Preview and Test

Before using a template, click Preview to see it with sample merge data. Click Send Test to email it to yourself. Check it on both desktop and mobile — most clients read email on their phones.