Why Use Email Templates

Email templates let you save your most-used email messages so you can insert them instantly when composing an email to a contact — no more copying and pasting from a separate document. Templates are available anywhere in the app where you can send an individual email, and you can customize each one before sending. Email templates are stored separately from text message templates.

How to Access and Use an Email Template

1. In the left-hand navigation, click Contacts and then click People to open the People contacts list.

   

2. Click on a contact's name to open their contact record.

3. On the contact record, click the Email button to open the email composition form.

   

   The Email button is located in the action buttons row on the contact record. Clicking it opens the email composition form below the contact details.

4. At the bottom of the email composition form, click the Template button to open the templates panel.

5. In the templates panel, click the name of the template you want to use to insert it into the email form. To create, edit, or delete templates, click Manage templates to open the email template manager.

   

   The templates panel displays all saved email templates in a list. Clicking a template name inserts it directly into the email composition form. The Manage templates option at the top of the panel opens the email template manager.

6. After the template is inserted, review and customize the subject line and body as needed. Click Send when the email is ready.

   

   The email composition form shows the template content inserted into the subject line and body. Both fields remain editable so you can personalize the message before sending.

How to Open the Email Template Manager

The email template manager is where you create, edit, and delete templates. Access it from any email composition form in the app — not only from a contact record. Look for the Template button at the bottom of any email window.

1. Open an email composition form by clicking the Email button on any contact record.
2. Click the Template button at the bottom of the email form to open the templates panel.

3. Click Manage templates to open the email template manager.

   

   The Manage templates option is located at the top of the templates panel. Clicking it opens the email template manager where you can view, create, edit, and delete templates.

How to Create a New Email Template

1. Open the email template manager using the steps in the How to Open the Email Template Manager section above.

2. Click the plus sign (+) button to open the new template form.

   

   The plus sign button is located at the top right of the template list. Clicking it opens a blank template form with fields for the template name, subject, and body.

3. Enter a Template Name, a Subject line, and the email Body for the new template. You can insert merge fields by clicking the (#) button in the toolbar, and format the body text using the other toolbar options.

   

   The new template form displays the Template Name field, the Subject field, and the email body editor. The toolbar includes options for text formatting, links, and the (#) merge field picker.

4. The template saves automatically as you type — the save status is displayed next to the Insert template button. When you are finished, click Insert template to insert the new template into the email form immediately, or click the back arrow at the top of the manager to return to the email without inserting.

   

   The Insert template button inserts the template into the active email form. The back arrow returns to the email composition form without inserting. The auto-save indicator confirms the template has been saved.

How to Edit an Existing Email Template

1. Open the email template manager using the steps in the How to Open the Email Template Manager section above.
2. Click the name of the template you want to edit to open it.
3. Edit the template name, subject line, or email body as needed. Changes save automatically.
4. Click Insert template to use the updated template in the current email, or click the back arrow to return to the email composition form without inserting.

How to Delete an Email Template

Note: Default email templates provided by Keap cannot be deleted. Only custom templates you have created can be deleted.

1. Open the email template manager using the steps in the How to Open the Email Template Manager section above.
2. Click the name of the template you want to delete to open it.

3. Click the trash bin button at the top of the template manager to initiate the deletion.

   

   The trash bin button is located at the top right of the template manager. Clicking the trash bin opens a confirmation dialog before the template is permanently deleted.

4. In the confirmation dialog, confirm that you want to delete the template. The deletion is permanent and cannot be undone.

   

   The confirmation dialog displays the Confirm and Cancel buttons. Clicking Confirm permanently deletes the template. Clicking Cancel returns to the template manager without deleting.

5. Click the back arrow at the top of the template manager to return to the email composition form.

Frequently Asked Questions

Can I access email templates somewhere other than a contact record?

Yes. Email templates are available from any area in the app where you can compose an individual email. Look for the Template button at the bottom of the email composition window regardless of where you access it — on a contact record, from the Contacts section, or elsewhere in the app.

Can I use merge fields, links, and text formatting in my email templates?

Yes. In the email template manager, click the (#) button in the toolbar to insert merge fields from the contact record — such as the contact's first name or company name. Use the other toolbar options to format text, add links, and style the email body.

The template body editor toolbar displays formatting options and the (#) merge field button. Merge fields inserted in a template are automatically populated with the contact's information when the template is used to send an email.