Email templates let you write an email once and reuse it whenever you send emails in Howspace. A template saves a name, a subject, and a message. When you send an email, you pick a template, adjust anything you need, and send as usual.
There are two types of email templates:
| Organisation email templates | Workspace email templates |
What they are | Standard emails written once for every workspace in your organisation | Emails that belong to one workspace and come along when it's duplicated or used as a workspace template |
Who creates and manages them | Main users, in Account Manager → Emails → Templates | Workspace admins and content editors, in Workspace Manager → Emails → Templates |
Who can use them | Anyone who sends emails in any workspace of your organisation | Anyone who sends emails in that workspace |
Use them for | Emails every team should send the same way | Emails that belong to one programme |
Sending emails works the same as before. A template only fills in the subject and message. You still choose the sender, recipients and send time in the usual email flow.
Create organisation email templates (main users)
Organisation email templates are available straight away to every admin in all of your organisation's workspaces.
In Account Manager, open emails from the sidebar. The templates tab opens:
Select new template. If you don't have any templates yet, select create template.
Give the template a name, a subject, and write the message.
Click save.
Manage organisation templates
The templates tab lists every organisation template with its subject, who created it and when it was last edited. You can search by name or subject, and sort by any column.
Use the "…" menu on a template to:
Edit the template. Any main user can edit any organisation template, including ones other main users created.
Duplicate it. The copy opens in the editor as "Copy of …", and it's only created when you save it.
Delete it. Admins can no longer start an email from it. Emails already sent or scheduled don't change. Deleting can't be undone.
Workspace admins cannot create or edit organisation templates. They can pick one and change the email before sending, but the template itself stays the same.
Note: Default emails have also moved. You now find them in Account Manager → emails → defaults, next to templates, instead of settings → emails. They work the same as before.
Create workspace email templates (workspace admins and content editors)
Workspace email templates belong to one workspace. Set up a programme's emails once, and every workspace duplicated or created from it starts with them ready.
Open Workspace Manager → emails and select the templates tab:
Select new template.
Give the template a name, a subject, and write the message.
Click save. The template appears in this workspace's templates tab, and in the template picker when anyone sends an email from this workspace.
Note: Templates only save the name, subject, and the message. When you use an email template, sender is always the person sending, and recipients start empty.
Manage workspace templates
The templates tab shows both workspace and organisation templates, with a type column so you can tell them apart. Use the "…" menu on a template to:
Use template: start a new email with the template already filled in.
Edit, duplicate or delete it. These options are only available for workspace templates. Organisation templates can be used here, but not changed.
Workspace templates belong to the workspace, not to the person who created them. Anyone who can open Workspace Manager → emails can edit, duplicate and delete them, even if the creator has left the workspace.
Templates are managed only in Workspace Manager. You can pick them when sending from the page view or a widget, but you can't create or edit them there.
Use a template when sending an email
You can pick a template whenever you send an email, from Workspace Manager, the page view or a widget.
Start a new email as usual.
On the write the message step, select choose a template or a previous email as a draft.
The templates and previous emails window opens on the templates tab. Workspace templates are listed first, then organisation templates, each labelled Workspace or Organisation. Search by name or subject, or sort by any column.
Select a template by ticking the box on the left side, then click use as a draft. The subject and message are filled in, and a banner shows which template you're using.
Change anything you need, then continue and send as usual.
Your changes only apply to the email you're sending. They don't change the template. To start over with an empty message, select clear template in the banner.
Tip: In Workspace Manager → emails → templates, select use template in a template's "…" menu to start a new email with that template already filled in.
The scheduled and sent tabs in the same window still let you use a previous email as a draft, as before.
Email templates in duplicated workspaces
When you duplicate a workspace, or create one from a workspace template, its workspace email templates are always copied too.
The templates tab in the new workspace shows a note saying where the templates were copied from.
Each copy is separate. Editing a template in the new workspace doesn't change the original, and the other way round.
If you change an email template in a workspace template later, workspaces already created from it don't change. Only new workspaces get the update.
Emails saved as drafts are still copied as drafts. They don't become templates. To turn a draft into a template, create a new template and copy its subject and message into it.
Organisation email templates aren't copied, because they're already available in every workspace of your organisation.
Frequently asked questions
Should we use organisation or workspace email templates?
Should we use organisation or workspace email templates?
Use organisation email templates for emails every team should send the same way. Use workspace email templates for emails that belong to one programme and should come along when it's duplicated.
How is a template different from a default email?
How is a template different from a default email?
Default emails are sent automatically by Howspace on system events, such as booking confirmations. Templates are a starting point for emails you choose to send yourself. You can change the text of each default email in emails → defaults both in Workspace Manager and Account Manager, but you can't add new default email types.
Where did default emails go in Account Manager?
Where did default emails go in Account Manager?
They've moved from settings → emails to emails → defaults, next to templates. They work the same as before.
If a template is edited or deleted, what happens to emails already sent or scheduled?
If a template is edited or deleted, what happens to emails already sent or scheduled?
Nothing. They stay as they were.
Why can't I see any organisation email templates?
Why can't I see any organisation email templates?
Either no main user has created one yet, or the workspace belongs to a different organisation. You only see templates from the organisation that owns the workspace you're in.
Do copied drafts still show the original sender?
Do copied drafts still show the original sender?
No. Copied drafts no longer keep the original sender's name, address or reply-to. Whoever sends the email is the sender.