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.
How to Create and Access Email Templates
Hover over your avatar in the bottom left corner of Planhat and click on "Email"
In the top right corner click on "Add Template". The "Add Email Template" form will open up and there are a few sections that you need to populate otherwise the "Save" button will remain greyed out. The fields that you need to populate do have an asterix next to their name and those fields are:
Title
Subject
Content
Once you have populated those fields the "Save" button will turn blue and you can save your email template 🙌.
📌 Important to note: you will see a tick box that says "Is Public" if you have the "Public" permission enabled (this is a sub permission of "Email Template"), if you tick that box your email template will public and the whole team will be able to see it.
Once you have created your email templates you can use them in an email by clicking on the clipboard icon (see below).
🚀 Quick tip: You can pull up the email app anywhere in Planhat using the following short keys:
Mac users - click option + C
PC users - click Alt + C
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: there's a couple of ways that you can remove an email template:
Click on the email template and press the "Delete" button
Hover over the email template and click on the trash can icon that's located on the far right hand side
Clone an email template: hover over the email template and click on the clone icon that's located on the far right hand side
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 our HTML editor by clicking on the icon: "< >" which is located on the toolbar just above the contents section of the email template.
If you're inserting links please make sure you 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 the "Show Preview" button.
📌 Important to note: We currently do not fully support GIF's.
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 👍.