Use Quick Replies for Common Responses

Save time by creating and using quick replies for frequently sent messages like appointment confirmations and follow-ups.

Written by Noah BrooksUpdated over a month ago4 min readBeginner

What this guide covers

This guide explains how to create and use quick replies in the JobsiteOn inbox. Quick replies are pre-written message snippets that you can insert into a reply with a single click, saving time on repetitive responses.

By the end you will know how to:

Create a new quick reply
Insert a quick reply into a conversation
Edit and manage your quick replies
Share quick replies across your team

Before you begin

You need inbox access in your JobsiteOn workspace
Quick replies are different from email templates. Templates are full email compositions, while quick replies are shorter snippets you insert into any reply.

What are quick replies?

Quick replies are short, reusable text blocks for messages you send frequently. Examples include:

"Thank you for reaching out. We will get back to you within 24 hours."
"Your appointment is confirmed for the date and time below."
"We have received your payment. Thank you!"
"Could you please provide the property address so we can prepare an estimate?"

Unlike email templates, quick replies do not set the subject line or recipients. They are purely message body content that you insert into an existing reply.

Tip: Use quick replies for sentences or paragraphs you type repeatedly. Use email templates for full, structured emails that you send from scratch.

Step 1 -- Create a quick reply

Navigate to Settings > Inbox > Quick Replies (or access quick replies from the compose area toolbar).

Click New Quick Reply and fill in:

Name -- A short label to identify the quick reply (e.g., "Thank you response")
Content -- The message text. You can use basic formatting like bold, italic, and links.

Click Save to create the quick reply.

Screenshot: The Quick Replies settings page showing a list of saved quick replies with a "New Quick Reply" button and an editor for the selected quick reply

Step 2 -- Insert a quick reply into a conversation

When replying to a conversation, look for the Quick Reply icon (often a lightning bolt) in the compose toolbar. Click it to see your list of saved quick replies.

Click a quick reply to insert its content at your cursor position in the compose area. The text appears inline and you can edit it further before sending.

Animation: A walkthrough showing a user clicking the Quick Reply icon in the compose toolbar, selecting a quick reply from the list, and the text appearing in the compose area ready to be customized and sent

Step 3 -- Edit or delete quick replies

Return to Settings > Inbox > Quick Replies to manage your saved quick replies:

Click a quick reply to edit its name or content
Click the Delete button to remove a quick reply you no longer need
Reorder quick replies by dragging them so your most-used ones appear at the top

Quick replies can be scoped to individual users or shared across the workspace:

Personal quick replies -- Created by you and visible only to you
Shared quick replies -- Created by an admin and available to all team members

Shared quick replies ensure consistent messaging across your team. Only workspace administrators can create or edit shared quick replies.

Note: When you insert a shared quick reply, you can still edit the text before sending. The original shared quick reply is not modified.

Best practices for quick replies

Keep them concise

Quick replies work best when they are one to three sentences. Longer content is better suited for email templates.

Personalize before sending

Insert the quick reply, then customize it with the customer's name, job details, or specific dates before clicking Send. Avoid sending a quick reply without any personalization.

Review and update regularly

Revisit your quick replies every few months. Remove ones you no longer use and update wording that has become stale.

Screenshot: The compose area showing an inserted quick reply with the customer's name highlighted, ready to be personalized before sending

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