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Email Templates

The ready-to-send emails in your account and when to use each one.

You have 7 email templates in your Email Templates library, written in Dynamic Group's voice, signed by Darek, ready to fire either through workflows (automatic) or manually (when you choose).

Your library

# Template When it fires
01 New Lead Welcome Automatic — fires on every new opt-in form submission
02 Estimate Appointment Confirmation Automatic — fires when an estimate is booked, plus 24h before reminder
03 Estimate Follow-Up Automatic — fires 3-5 days after an estimate if no response
04 Review Request Automatic — fires 24h after a job is marked Completed
R1 Reactivation Touch 1 Manual — you decide when to enroll past customers (see Reactivation)
R2 Reactivation Touch 2 Manual — fires 10 days after R1 if same workflow
R3 Reactivation Touch 3 Manual — fires 14 days after R2

How templates get used

Templates are library assets — they sit ready to be wired into workflows or sent manually.

There are three ways they get used:

1. Inside an automated workflow. Templates 01-04 are wired into specific workflows that fire automatically on triggers (new lead, appointment scheduled, job completed, etc.). You never touch these — the system fires them.

2. Bulk send from the Contacts list. If you want to send a template to a filtered list of contacts:

  • Filter the Contacts list to your target audience
  • Bulk action → Send Email
  • Pick the template
  • Review preview (especially the first 3 contacts to make sure variables fill in correctly)
  • Send

3. One-off from a single contact. If you want to send a template to one person:

  • Open the contact
  • Tap Send Email
  • Pick the template
  • Optional: tweak the subject or body before sending
  • Send

Editing a template

You can edit any template if the copy needs to change:

  1. Web app → Marketing → Email Templates
  2. Find the template
  3. Click Edit
  4. Make changes to subject, body, formatting
  5. Save

Important: if a template is wired into a workflow, your edits affect every future send. Test on a small group first if you're changing something significant.

Creating a new template

When you want to add a new email pattern (e.g., "Black Friday promo" or "Designer pre-meeting prep"):

  1. Web app → Marketing → Email Templates → + New
  2. Pick From Scratch or Copy Existing
  3. Build the email — subject line, body, footer
  4. Use the same family-business voice as the existing templates (see Best Practices for tone guidance)
  5. Test by sending to yourself first
  6. Save

If you want this new template to fire automatically on a trigger, you'll also need a workflow. Tell Kevin and we'll wire it up.

Variables — the {{...}} stuff

Templates use placeholders that fill in dynamically:

  • {{contact.first_name}} → "Mike" (the customer's first name)
  • {{contact.last_name}} → "Schmidt"
  • {{contact.email}} → their email
  • {{location.name}} → "Dynamic Group, Inc."
  • {{custom_values.marketing__website_booking_page_url}} → your calendar link
  • {{unsubscribe_link}} → required by law on marketing emails

Important: if a contact doesn't have a first name, {{contact.first_name}} will be blank, leading to "Hi ," — which looks broken. The template solution is to use:

{% if contact.first_name %}Hi {{contact.first_name}},{% else %}Hi there,{% endif %}

This makes it say "Hi there," when no first name is available. All your existing templates already use this pattern.

What if I'm stuck?

Stuck moment Fix
"I sent a template and the variables didn't fill in" The contact is missing data for that field. Update the contact, or use a fallback variable like {{contact.first_name | default: "there"}}
"I changed a template but the next send was the old version" Templates can take a minute to propagate. Wait 60 seconds and resend. If still old, you may have edited a different template — double-check the name.
"The unsubscribe link goes to a 404" Tell Kevin immediately. This is a compliance issue (CAN-SPAM requires working unsubscribe).
"I want to send to a list of past customers" Use the bulk send workflow with the lifecycle-customer-past filter — but for reactivation campaigns specifically, use the Reactivation Sequence workflow instead (see Reactivation).

Best practices

  • Subject line: keep under 50 characters. "Just checking in — how's the project going?" is better than "URGENT! Don't miss out on our exclusive offer!"
  • First line: matches the subject. If subject says "checking in," first line says "checking in."
  • CTA: one clear ask per email. Don't bury the action in a wall of text.
  • Sign-off: Always from a real person ("Darek" or "Khrystyna") — never "The Team."
  • Footer: address + unsubscribe required on marketing emails. Transactional emails (confirmations, receipts) don't need it.

Video walkthrough

A video walkthrough of the email templates system lives here once we wire it in.

Last updated: 2026-06-01 by Kevin / RevStack