Customizing Email Templates
Saving reusable email content you can pick when writing to a client.
Email templates are saved replies. You write one once — a tour follow-up, a chaser for an unsigned contract, a thank-you — and pick it from a list whenever you're emailing someone, instead of typing the same paragraph for the hundredth time.
Where they live
Go to Settings and open the Emails tab.
Templates are a single flat list, newest work at your fingertips via a search box that matches on name and subject. There are no folders or categories — a template is not tied to proposals or invoices or anything else, and any template can be used anywhere templates are offered.
The table shows Template Name, Subject and Last Modified, with icon buttons at the end of each row to edit or delete. Long lists page in behind a Load More Templates button.
Writing one
Click Create Template. Three fields:
| Field | What it's for |
|---|---|
| Template Name | How you'll recognize it in the list. Only you see this. |
| Subject | The subject line the recipient sees |
| Content | The body, in a rich text editor |
The editor handles bold, italic and underline, headings, bullet and numbered lists, links and images.
Editing works the same way — click the edit icon on any row, change what you need, and save.
Tip: Name templates for the moment you'd reach for them, not the feature. "Tour follow-up — no response after 3 days" is findable; "Template 4" is not.
How you actually use one
Templates are picked manually, at the point of writing. When you send an email from a lead, a vendor, a questionnaire or a wedding's contacts, the dialog offers your saved templates — choose one and it fills in the subject and body, which you can then edit before sending.
Nothing sends a template on its own. A template is never attached to a stage or a trigger, so saving one does not start any automation.
What the template does not do
Two placeholders get filled in when the email sends:
| Variable | Becomes |
|---|---|
{{client_name}} | Who you're writing to — the lead, the vendor, or the client |
{{venue_name}} | Your venue's name |
Use Insert Variable above the editor rather than typing them, which avoids a mistyped token sitting in the sent mail.
They're resolved at the moment you send, not when you pick the template — so you can edit the message afterwards and the placeholders still work.
One exception worth knowing: when you email several contacts at once, one identical message goes to everyone, so there is no single recipient to name. {{client_name}} comes out empty there and {{venue_name}} still works. For anything that needs a name, send individually.
A placeholder that can't be filled in is removed rather than printed, so a client never receives a raw {{token}} or a stray bracket.
Branding
Emails sent through CeremonySync carry your venue's logo and brand color automatically. You don't add them to the template, and you can't remove them per template. Set them up in Branding.
If you're on the free plan
The free plan includes 2 saved replies. Trying to create a third tells you so and points at upgrading. Paid plans are unlimited.
Frequently Asked Questions
Can I use variables like the couple's name?
Yes — {{client_name}} and {{venue_name}}. See above for where each one works.
Are sent emails recorded? Yes. Sending through CeremonySync logs the email against the relevant record's activity.
Can I send myself a test? Not from the template editor. The nearest thing is to pick the template in a send dialog and email yourself.
Can I organize templates into folders? No. Use the search box, and name templates so they sort sensibly.
Keep reading
Still stuck? A person reads every email.
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