Email and SMS Templates

Email Templates

What Are Email Templates?

Email Templates allow you to create reusable email content that can be used throughout AgentRoof CRM.

They help save time by allowing you to create predefined email messages that can be used in Action Plans, manual email communication, and other automation features.

Email Templates support customizable subjects, email content, merge fields, images, and file attachments.

Access Email Templates

  1. From the left-hand menu, Select Templates.
  2. Click Email Templates.

The Email Templates page will be displayed.

Email Templates are organized into folders for easier management.

Understanding Template Folders

Templates are stored inside folders.

The system includes default folders created by AgentRoof.

System Folders

System-generated folders:

In addition to system folders, you can create your own folders to organize custom templates.

View Email Templates

  1. Navigate to CRM > Templates > Email Templates.
  2. Click the folder containing the template.
  3. Locate the desired template.
  4. Click View in the Actions column.

The template preview will be displayed.

Create a Folder

  1. Navigate to CRM > Templates > Email Templates.
  2. Click Create Folder.
  3. Enter the Folder Name.
  4. Click Save.

The folder will be created successfully.

Create an Email Template

Email templates can be created inside an existing folder or a newly created folder.

  1. Navigate to Templates > Email Templates.

  2. Click Add Email Template.

The Email Template Editor will open.

  1. Enter the template name.

  2. Select the folder where the template will be saved. If the required folder does not exist, click Add Folder, create a new folder, and then select it for the template.

  3. Enter the email subject.

  4. Enter the email body content.

  5. Configure any additional template settings as required.

  6. Click Save.

The Email Template will be created successfully.

Configure Template Details

Enter the following information:

Customize the Email Body

The editor allows you to customize:

and other formatting options.

Add Images:

To insert an image:

  1. Click the Image button in the editor toolbar.

Insert by URL:

  1. Enter the image source URL.
  2. Configure image width and height if required.
  3. Save the image.

Upload an Image:

  1. Select the Upload option.
  2. Drag and drop the image or browse for the file.
  3. Save the image.

Preview Email Content

While editing the email body:

  1. Click View.

The email preview will be displayed.

Use Merge Fields

Merge Fields allow dynamic information to be inserted automatically when the email is sent.

Examples include:

When inserted into a template, merge fields appear as placeholders such as:

[[name]]

The actual lead information will automatically replace the placeholder when the email is delivered.

Merge fields can be used in both:

Add Attachments:

  1. Click Attachment.
  2. Drag and drop the desired file or browse for the file.
  3. Upload the attachment.

The attachment will be included when the email is sent.

Save the Template:

After completing all required information:

  1. Click Save.

The Email Template will be created successfully.

Edit an Email Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Edit.

Make the required changes.

You can then, Update Existing Template

Click Update to save changes to the current template.

Save As New Template

Click Save As.

Enter a new template name.

A new template will be created while preserving the original.

Delete an Email Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Delete.
  4. Confirm the deletion.

Important Note

Email Templates currently assigned to an Action Plan cannot be deleted.

You must first remove the template from the Action Plan before deleting it.

Copy an Email Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Copy Template.
  4. Select the destination folder.
  5. Click Copy.

A duplicate of the template will be created in the selected folder.

The copied template will retain the original template name unless renamed later.

Move an Email Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Move Template.
  4. Select the destination folder.
  5. Click Move.

The template will be moved successfully.

Using Email Templates in Action Plans

Email Templates can be used while creating or editing Action Plans.

  1. Navigate to Automation > Action Plans.
  2. Create a new Action Plan or edit an existing Action Plan.
  3. Click Add Action.
  4. Select Send Email as the action type.
  5. Choose the desired Email Template.
  6. Configure the execution timing.
  7. Click Save or Update.

The selected Email Template will be used when the Action Plan executes the email step.

Note: While selecting an Email Template, you can create a new template by clicking the Plus (+) button next to the template selection field.

If required, you can also create a new folder while creating the template and then select that folder for the new Email Template.

You have successfully learned how to manage Email Templates in AgentRoof CRM.

SMS templates

What Are SMS Templates?

SMS Templates allow you to create reusable text message content that can be used throughout AgentRoof CRM.

They help save time by allowing you to create predefined SMS messages that can be used in Action Plans, manual SMS communication, and other automation features.

SMS Templates support customizable message content and merge fields for personalized communication.

Access SMS Templates

  1. From the left-hand menu, select Templates.

  2. Click SMS Templates.

  3. The SMS Templates page will be displayed.

SMS Templates are organized into folders for easier management.

Understanding Template Folders

Templates are stored inside folders.

The system includes default folders created by AgentRoof.

System Folders

System-generated folders:

In addition to system folders, you can create your own folders to organize custom templates.

View SMS Templates

  1. Navigate to CRM > Templates > SMS Templates.

  2. Click the folder containing the template.

  3. Locate the desired template.

  4. Click View in the Actions column.

  5. The template preview will be displayed.

Create a Folder

  1. Navigate to CRM > Templates > SMS Templates.

  2. Click Create Folder.

  3. Enter the Folder Name.

  4. Click Save.

The folder will be created successfully.

Create an SMS Template

SMS Templates can be created inside an existing folder or a newly created folder.

  1. Navigate to Templates > SMS Templates.

  2. Click Add SMS Template.

  3. The SMS Template Editor will open.

Configure Template Details

Enter the following information:

Select a Folder

Choose the folder where the SMS Template will be stored.

If the required folder does not exist:

  1. Click Create Folder.

  2. Enter the Folder Name.

  3. Click Save.

  4. Select the newly created folder.

Folders help organize templates and simplify template management.

Create SMS Content

Enter the SMS message content in the template editor.

The message entered here will be used whenever the SMS Template is selected in communications or automated workflows.

Use Merge Fields

Merge Fields allow dynamic information to be inserted automatically when the SMS message is sent.

Examples include:

When inserted into a template, merge fields appear as placeholders such as:

[[name]]

The actual lead information will automatically replace the placeholder when the SMS is delivered.

Merge fields can be inserted directly into the SMS message content.

Save the Template

After completing all required information:

  1. Click Add Text Template.

The SMS Template will be created successfully and displayed in the selected folder.

View an SMS Template

  1. Navigate to CRM > Templates > SMS Templates.

  2. Open the folder containing the template.

  3. Locate the desired template.

  4. Click View.

The template preview will be displayed.

Edit an SMS Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Edit.
  4. Make the required changes.

The SMS Template will be updated successfully.

You can save your changes in two ways:

Update

Click Update Text Template to modify the existing template.

Note: If the template was originally created by AgentRoof, selecting Update Text Template will transfer its ownership to the realtor.

Save As

Click Save As to create a separate copy of the template using a new name.

Note: The original template will remain unchanged and retain its existing ownership, while the newly created template will be owned by the realtor.

Additional Information

Note: Changes made to an SMS Template only affect future usage of the template. Previously sent SMS messages are not modified.

Delete an SMS Template

  1. Open the folder containing the template.

  2. Locate the desired template.

  3. Click Delete.

  4. Confirm the deletion.

The SMS Template will be removed successfully.

SMS Templates currently assigned to an Action Plan cannot be deleted.

You must first remove the template from the Action Plan before deleting it.

Copy an SMS Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Copy Template.
  4. Select the destination folder.
  5. Click Copy.

A duplicate of the template will be created in the selected folder.

The copied template will retain the original template name unless renamed later.

Note: The original template will remain unchanged and retain its existing ownership. The copied template will be created under the realtor's ownership and can be managed independently.

Move an SMS Template

  1. Open the folder containing the template.
  2. Locate the desired template.
  3. Click Move Template.
  4. Select the destination folder.
  5. Click Move.

The template will be moved successfully.

Note: The template will retain its existing content and configuration. If the template was originally created by AgentRoof, ownership will be transferred to the realtor after it is moved.

Using SMS Templates in Action Plans

SMS Templates can be used while creating or editing Action Plans.

  1. Navigate to Automation > Action Plans.

  2. Create a new Action Plan or edit an existing Action Plan.

  3. Click Add Action.

  4. Select Send Text as the action type.

  5. Choose the desired SMS Template.

  6. Configure the execution timing.

  7. Click Save or Update.

The selected SMS Template will be used when the Action Plan executes the SMS step.

Add SMS Templates in Action Plans

SMS Templates can be created in an action plan

  1. Create a new Action Plan or open an existing Action Plan.
  2. Click Add Action.
  3. Under Action, select Send Text.
  4. In the Template section, click the + icon.
  5. Enter the required SMS Template details.
  6. Configure the template content as needed.
  7. Once all required fields have been completed, save the template.

The newly created SMS Template will now be available for use within the Action Plan.

Conclusion

You have successfully learned how to manage SMS Templates in AgentRoof CRM.