Email Templates

Learn how to create or edit OneCrew email templates and use variables like Proposal Link to automatically include the correct proposal link for each Project.

Admin Training OneCrew Required Training Estimated time: 5-10 minutes
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Overview

Email templates help users send consistent, professional emails from OneCrew without manually rewriting the same message each time.

Instead of manually finding and pasting proposal links into every email, you can add variables like {Proposal Link} so OneCrew automatically inserts the correct proposal link for the specific Project.

Using variables inside email templates saves time, reduces errors, and makes client communication more consistent.

When to Use Email Templates

Use email templates when the same type of message is sent repeatedly, such as proposal follow-ups or standard customer communication.

  • Sending a proposal link to a customer.
  • Following up after a proposal is created.
  • Personalizing standard emails with customer or Project details.
  • Reducing manual copy-and-paste errors.
  • Keeping email language consistent across users and business units.

Open Email Settings

Email templates are managed from the Email settings area in OneCrew.

Step 1

Open Settings

Navigate to Settings from the main menu.

Step 2

Select Email

In the left-hand navigation pane, under the Email category, select Email.

Step 3

Review Active Templates

The Email page will display the current Active Templates.

Create or Edit an Email Template

You can either create a new template or edit an existing template.

Create a New Template

Click the New Template button to create a new email template.

Edit an Existing Template

Locate the template in the list, click the three-dot menu on the right, and select Edit.

The Add Email Template or Edit Email Template dialog will appear depending on whether you are creating or editing a template.

Template Fields

When creating or editing an email template, complete or update the main template fields.

Field Purpose Example
Template Name Internal name used to identify the template. Initial Proposal Follow-Up
Subject Email subject line shown to the customer. Proposal for {Project Name}
Message Main body of the email. Use customer, Project, and proposal variables to personalize the message.

Review and Save the Template

After adding the template content and variables, review the template before saving.

Step 1

Review the Subject and Message

Confirm the subject line, message body, and variables are correct.

Step 2

Add Other Variables If Needed

Add other variables such as {Contact First Name} or {Project Name} to personalize the email further.

Step 3

Save or Update

Click Save when creating a new template, or Update when editing an existing template.

Example Template

The example below shows a simple proposal follow-up email template using common Project and Contact variables.

Template Name

Initial Proposal Follow-Up

Subject

Proposal for {Project Name}

Message

Hello {Contact First Name},


Please find your proposal for {Project Name} at the link below:

{Proposal Link}

Please let us know if you have any questions.

Thank you,

Best Practices

  • Use a clear template name that explains when the template should be used.
  • Include {Proposal Link} in proposal email templates so users do not need to paste links manually.
  • Use {Project Name} in the subject line to make emails easier to identify.
  • Use {Contact First Name} for a personalized greeting when appropriate.
  • Send a test email to yourself before relying on a new or modified template.

Testing confirms that variables populate correctly and that the proposal link opens the intended proposal.

Troubleshooting

Variable Dropdown Does Not Appear

Ensure you are typing the opening curly bracket { directly in the Subject or Message field of the email template editor.

Proposal Link Is Incorrect or Does Not Work

Verify that the Project has a generated proposal available. Also confirm that the correct variable, {Proposal Link}, was inserted into the template.

Template Does Not Save

Ensure all required fields are completed correctly and check your internet connection.