Write once, send perfectly every time
Email templates in creavio let you create reusable messages for the communications you send most often — booking confirmations, session reminders, gallery deliveries, thank-you notes, and more. Instead of rewriting the same email for every client, you write it once with dynamic variables and let creavio personalize it automatically. This guide walks you through creating your first template and using it effectively.
Before you begin
- Identify 2-3 emails you send repeatedly (e.g., inquiry response, booking confirmation, gallery delivery).
- Think about what details change per client — name, session date, location, gallery link. These become your variables.
Step-by-step
- Navigate to Email Templates. Click Communication or Email Templates in the sidebar to access the template manager.
- Create a new template. Click New Template and give it a clear name like "Booking Confirmation" or "Gallery Ready Notification." This name is internal — clients won't see it.
- Write your subject line. Keep it clear and specific. You can use variables in the subject too — for example: "Your gallery is ready, {{client_first_name}}!"
- Compose the email body. Write your message using the rich text editor. Keep it warm, professional, and on-brand. Use formatting like bold, lists, and links to make it scannable.
- Insert dynamic variables. Use the variable picker to insert fields like {{client_first_name}}, {{session_date}}, {{booking_link}}, or {{gallery_url}}. These auto-fill with real data when the email is sent.
- Preview with sample data. Use the preview feature to see how the email looks with real variable values filled in. Check for awkward phrasing, missing variables, and formatting issues.
- Save and use. Save the template. You can now select it when sending a manual email to a client, or assign it to a Workflow action for fully automated sending.
Pro tips
- Keep emails short. Three to five sentences is ideal for most client communications. Save the details for your contracts and invoices.
- Read every template out loud before saving. If it sounds robotic, rewrite it in your natural voice.
- Create a "Welcome" template for new clients — it sets the tone for the entire relationship and can be triggered automatically via Workflows.
What's next
Put your templates to work automatically. Check out Getting started with Workflows to trigger emails based on events like bookings, payments, and gallery shares. And explore Getting started with the CRM to send templates directly from a client's record.