Email Templates Guide

Automate and Personalize Your Communications

Email Templates in MyRoofCRM save you time and ensure consistent, professional communication with customers and your team. Use them to quickly send quotes, invoices, material orders, and work orders with pre-written messages that can be personalized for each recipient.

Where to Find and Manage Email Templates

Email templates are organized by purpose in your account settings:

  1. Navigate to Configuration > Account Settings.

How to Create a New Email Template

Steps:

  1. Go to Configuration > Account Settings and select either Reports or Orders.
  2. Click the Create Template button.
  3. In the dialog box:
    • Give your template a clear, descriptive Name (e.g., "Quote Follow-Up," "Invoice Reminder").
    • Select the Template Type (e.g., Quote Email, Invoice Email, Order Notification).
  4. Click Create Template button.
  5. In the editor:
    • Write your email subject and body text.
    • Use the formatting toolbar to style your text.
    • Insert Text Tokens (like {CustomerName}, {QuoteNumber}) to automatically add personalized details. This turns a generic message into a tailored one.
  6. Click Save when finished.

How to Edit and Delete a Template

From the main Templates screen, you can manage your library:

  • Edit: Click the pencil icon next to any template to modify its content.
  • Delete: Click the red trash can icon to permanently remove a template.
    • Warning: Deletion cannot be undone. Be certain before you delete.

Best Practices for Effective Email Templates

  • Clear Naming: Give templates intuitive names so your team can easily find the right one for the situation.
  • Leverage Tokens: Always use Text Tokens for recipient names, project details, or amounts. Personalized emails have much higher engagement rates.
  • Maintain Brand Consistency: Ensure your templates reflect your company's tone and include key details like your support contact information.
  • Test Before Sending: If your system allows, send a test email to yourself to check formatting and token accuracy before using a template widely.