Create Email Templates
Build reusable email templates with dynamic variables, organize them by category, and use them when composing messages.
Build reusable email templates with dynamic variables, organize them by category, and use them when composing messages.
This guide explains how to create, organize, and use email templates in the JobsiteOn inbox. Templates let you save commonly used messages and insert them quickly when composing emails or replies, saving you time and ensuring consistent communication with your customers.
By the end of this guide you will know how to:
Make sure you have:
Note: Templates are shared across your team. Any template you create is available to all team members with inbox access. This ensures consistent messaging regardless of who replies to a customer.
Field service businesses send many of the same types of emails. Consider how often you write:
Without templates, each team member writes these from scratch every time, leading to inconsistent tone, missing information, and wasted minutes that add up across your team.
With templates, you write the message once, add dynamic variables for personalization, and insert it with two clicks.
Alternatively, you may find templates under Settings > Inbox > Templates depending on your workspace configuration.
Give your template a descriptive internal name. This is what you and your team see when searching for templates. Good naming conventions include:
Tip: Use a consistent naming pattern across all your templates. Starting with the template's purpose (Quote, Appointment, Payment, Job) makes them easy to find in a list.
If your template is meant for new emails (not replies), you can include a subject line. When you insert the template, the subject is pre-filled along with the body.
For replies, the subject line is ignored since replies keep the original conversation subject.
Write your email content in the body editor. Use the rich text formatting tools to structure your message with:
Here is an example template body for an appointment confirmation:
Hi {{contact_first_name}},
This is to confirm your upcoming appointment:
- **Date:** {{appointment_date}}
- **Time:** {{appointment_time}}
- **Service:** {{service_name}}
- **Location:** {{property_address}}
Please make sure someone 18 or older is present at the property
during the scheduled time. If you need to reschedule, please reply
to this email or call us at (555) 123-4567 at least 24 hours
in advance.
We look forward to serving you.
Best regards,
{{company_name}}
Dynamic variables are placeholders that automatically fill in with real data when you use the template. They are written with double curly braces: {{variable_name}}.
Here are the commonly available variables:
| Variable | Inserts |
|---|---|
{{contact_first_name}} |
The contact's first name |
{{contact_last_name}} |
The contact's last name |
{{contact_full_name}} |
The contact's full name |
{{contact_email}} |
The contact's email address |
{{contact_phone}} |
The contact's phone number |
{{company_name}} |
Your company name |
{{company_phone}} |
Your company phone number |
{{property_address}} |
The property address associated with the conversation |
{{job_number}} |
The job number if the conversation is linked to a job |
{{invoice_number}} |
The invoice number if applicable |
{{invoice_amount}} |
The invoice total amount if applicable |
{{quote_number}} |
The quote number if applicable |
{{quote_amount}} |
The quote total amount if applicable |
While editing the template body, you can:
Note: If a variable does not have a value when the template is used (for example, using
{{job_number}}on a conversation not linked to a job), the variable placeholder is replaced with an empty string. Review the email before sending to make sure all variables resolved correctly.
{{service_name}} to describe the appointment.{{contact_first_name}} for a personal touch. "Hi Sarah" reads much better than "Hi Customer" or "Hello."As your template library grows, categories keep everything organized and easy to find.
When creating or editing a template, you can assign it to a category. Common categories include:
When you insert a template during composition, the template picker shows categories as filter tabs. If you have 30 templates, finding the right one in a flat list takes time. With categories, you click the "Quotes" tab and immediately see only your quote-related templates.
Tip: Start with 5-8 templates covering your most common scenarios. You can always add more as you identify new patterns in your team's communication.
After filling in the name, optional subject, body, variables, and category:
You will see the template appear in your template list, organized by its assigned category.
Now that you have templates created, here is how to use them in practice.
Tip: After inserting a template, always read through the populated email before sending. Check that all variables resolved correctly and that the content makes sense for this specific customer and situation. Templates are a starting point, not a finished product.
If you have many templates, use the search field in the template picker. Type keywords from the template name or content to filter results quickly.
To modify a template after creation:
Changes take effect immediately. The next time anyone uses this template, they will get the updated version.
Note: Editing a template does not affect previously sent emails that used the template. Those emails were already sent with the content as it was at the time.
To remove a template you no longer need:
Deleted templates are permanently removed and cannot be recovered. Consider renaming or archiving unused templates instead if you might need them later.
Here are starter templates your team can customize:
Subject: Your estimate from {{company_name}}
Body: "Hi {{contact_first_name}}, thank you for the opportunity to provide a quote for your project. Attached you will find our estimate #{{quote_number}} for {{quote_amount}}. This quote is valid for 30 days. Please reply to this email if you have questions or would like to proceed."
Subject: Invoice #{{invoice_number}} -- Payment reminder
Body: "Hi {{contact_first_name}}, this is a friendly reminder that invoice #{{invoice_number}} for {{invoice_amount}} is due. You can pay online using the link below or send a check to our office. Please let us know if you have any questions about the invoice."
Subject: Your project is complete
Body: "Hi {{contact_first_name}}, we have completed the work at {{property_address}}. Everything went smoothly and our team has cleaned up the work area. If you notice anything that needs attention, please do not hesitate to reach out. We appreciate your business and hope to work with you again."
Check the following:
{{variable_name}} with double curly braces on both sides{{invoice_amount}} only resolves if the conversation is related to an invoice.Make sure the template was saved successfully. Check the template management view to confirm it appears in the list. If it is there, try:
Templates are shared resources. When any team member edits a template, the changes apply to all users. If your team needs individual variations, create separate templates with clear naming (for example, "Quote Follow-Up -- Commercial" and "Quote Follow-Up -- Residential").
Currently, all templates are shared across the team. This ensures consistency in customer communication. If you need personal quick text, you can use your operating system's text expansion tools for personal shortcuts.
There is no strict limit on the number of templates. However, for usability, we recommend keeping your library focused on 20-40 well-organized templates rather than creating hundreds that become difficult to manage.
Template import is not currently available. You will need to recreate your templates in JobsiteOn. Start with your most-used templates and build the library over time.
The template editor uses rich text formatting, which handles common formatting needs like bold, lists, and links. You do not need to write raw HTML. The editor produces properly formatted emails that render well across email clients.
Did this answer your question?