HighLevel: How to Use Email Templates in Workflows

In this tutorial, we’ll explore how to use email templates in HighLevel to streamline your email automations. Templates allow you to create well-designed, reusable emails that can be inserted into workflows without having to rewrite or redesign them every time. Whether you’re managing lead responses, customer onboarding, or specific service inquiries, this feature helps you maintain consistency and save time.

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The video version of this tutorial really showcases the differences between email templates and regular Workflow WYSIWYG emails. Check it out below.

Why Use Email Templates?

Using email templates in your workflows not only saves time but also ensures that your emails are more polished than what you might build in the basic WYSIWYG editor. Templates allow you to pre-set the content, design, subject line, and sender information, making sure every email sent through automation matches your brand and intent.

Let’s dive into how to set them up and use them.

Step 1: Creating an Email Template

  1. Navigate to Templates: To get started, head to the Marketing section in HighLevel. Hover over Emails and then click on Templates. This is where you can manage your email templates.
  2. Create a New Template: Click the “New” button to create a blank email template. You can choose between the standard WYSIWYG editor or the Design Editor if you want a more visually appealing email.
  3. Use the Design Editor for Customization: In this example, let’s use the Design Editor to create a template that’s a bit more polished than the standard plain-text emails. Remember not to go overboard with images or fancy designs, as simpler emails tend to have better deliverability.

Step 2: Customizing Your Email Template

  1. Name Your Template: Name the template something specific and clear, like “Auto Response for SEO Leads,” to keep your templates organized, especially if you’re managing multiple services.
  2. Design Your Email: Add the text, images, and links you need in the design editor. Keep it simple but visually consistent with your brand.
  3. Set Subject Line and From Name: Before saving, click the three dots at the top of the editor and navigate to Settings. Here, you can set the Subject Line, From Name, and From Email Address. These fields are crucial because they will automatically populate when this template is used in an automation.
  4. Save Your Template: Once you’re happy with the design, click Save. You can save it as a regular template or as a new template if you plan to modify it later.

Step 3: Using Templates in a Workflow

Now that you have your email template ready, it’s time to incorporate it into your workflow.

  1. Go to Automations: Navigate to the Automations section and find the workflow where you want to send an automated email.
  2. Trigger the Email: You can trigger the email based on a variety of events, such as form submissions, tag updates, or lead stage changes.
  3. Insert the Template: Once you’re in the email action step of the workflow, look for the Templates dropdown. Select the template you just created, such as “Auto Response for SEO Leads.” When you select this template, you’ll notice that the From Name, From Email, and Subject Line are automatically populated with the values you configured earlier. You can still customize these fields if needed.
  4. Save the Workflow: After inserting the template, review the rest of your workflow, and hit Save.

Step 4: Duplicating and Modifying Templates for Other Services

Let’s say you want to replicate this automation for another service, like website development, without starting from scratch. Here’s a quick way to duplicate and modify your template:

  1. Copy Your Actions: In your workflow, click on the actions associated with your email for SEO leads and copy them.
  2. Adjust the Tag: If you’re using tags to segment leads, update the tag to reflect the new service (e.g., change the tag from “SEO” to “Website Dev”).
  3. Select a New Template: If you already have a template for this service, simply select it from the dropdown. If you don’t, you can modify the SEO template directly in the workflow by clicking Edit. Just be careful not to overwrite your original template.

Pro Tip: Save as a New Template

If you modify a template inside a workflow, make sure to click Save As New Template instead of Save. This prevents you from overwriting the original email, which could cause issues if it’s used in other workflows. Give the new template a distinct name like “Auto Response for Website Development.”

Final Thoughts

Using email templates in HighLevel workflows simplifies the process of sending personalized, branded emails to your leads and customers. Instead of building emails in the basic WYSIWYG editor each time, you can create a set of professional templates that you reuse across different automations. This ensures consistency, saves time, and keeps your emails on-brand.

For best results, keep your email designs simple to improve deliverability and user experience. Using the template feature is a game changer when managing multiple services, products, or client interactions through automations.

I hope this tutorial was helpful! If you have any questions or need further guidance on HighLevel, feel free to reach out.