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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:

  • Start with AgentRoof
  • Cannot be edited
  • Cannot be deleted

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

YouEmail templates can createbe a templatecreated inside an existing folder or a newly created folder.

  1. Navigate to Templates > Email Templates.
Click Add Email Template.

The Email Template Editor will open.

    Enter the template name. Select the folder where the template will be stored.saved.
    Enter the email subject. Enter the email body content.

    The Email Template editor will appear.

    Configure Template Details

    Enter the following information:

    • Template Name
    • Folder Name
    • Subject
    • Email Body

    Customize the Email Body

    The editor allows you to customize:

    • Font Type
    • Font Size
    • Font Style
    • Text Formatting
    • Alignment
    • Colors
    • Lists
    • Links

    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:

    • First Name
    • Last Name
    • Contact Name
    • Realtor Name
    • Realtor Email
    • Phone Number

    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:

    • Subject Line
    • Email Body

    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.

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

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