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Email templates (creation)

Why this matters

Email templates make customer communication consistent and save your team's time. This page covers how to create and maintain them.

Create a template

  1. Sidebar → Settings → Email templates → Create.
  2. Fill in:
  3. Name ("ES new customer welcome", "EN payment confirmation").
  4. Module it's used on.
  5. Language.
  6. Subject of the email (with tokens).
  7. Body of the email (with tokens and formatting).
  8. Optional pre-included attachments.
  9. Save.

Tokens in email templates

  • {{contact_name}}
  • {{quote_folio}}
  • {{responsible_rep}} — the sales rep's name.
  • {{signature}} — the sending user's signature.
  • {{customer_portal_link}} (if applicable).

Editor → Insert token.

Screenshot: email template editor

Pre-included attachments

  • Static — a specific PDF that always goes.
  • Dynamically generated — ZaazCRM generates a PDF from another template and attaches it.

Multilingual templates

One template per language. ZaazCRM can auto-suggest the customer's preferred-language template.

Test a template

  1. Preview with a sample record.
  2. Verify tokens substitute.
  3. Send a test email to your own address.

Share or restrict

By default, templates are available to the whole team. To restrict: Permissions tab.

Watch out for

  • Old templates with discontinued products. Maintain the catalog.
  • Signatures in templates. Use the {{signature}} token instead of your personal signature.
  • HTML with no plain-text alternative.

Where to next