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Email templates save time and keep your team’s messaging consistent. Write a template once, and anyone on your team can use it — with variables automatically filling in the right contact and room details for each send. Create and manage templates in Settings → Email Templates.

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Creating an email template

1

Navigate to Email Templates

Go to Settings → Email Templates.
2

Click Create Template

Click the Create Template or + New button.
3

Add template details

  • Template Name — Internal name for easy identification
  • Subject Line — Email subject (supports variables)
  • Body — Email content with formatting and variables
4

Save the template

Click Save to make it available for use.

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Variables

Personalise your templates with dynamic variables that fill in automatically when you send.
VariableDescriptionExample output
{{primary_contact_first_name}}Contact’s first name”Sarah”
{{primary_contact_last_name}}Contact’s last name”Johnson”
{{primary_contact_email}}Contact’s email”sarah@acme.com”
{{target_company_name}}Company name”Acme Corp”
{{room_name}}Name of the room”Acme Corp - Proposal”
{{room_link}}URL to the room”https://app.flowla.com/r/…”
{{room_creator_first_name}}Your first name”John”
{{room_creator_meeting_link}}Your calendar link”https://calendly.com/john”

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Template examples

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Room sharing template

Subject: {{primary_contact_first_name}}, your personalised resource hub Body: 
Hi {{primary_contact_first_name}},

Great speaking with you! I've put together a personalised space with everything we discussed:

{{room_link}}

Inside you'll find:
- Our proposal tailored to {{target_company_name}}
- Product overview and case studies
- Next steps we agreed on

Let me know if you have any questions!

Best,
{{room_creator_first_name}}

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Follow-up template

Subject: Following up on {{target_company_name}} proposal Body: 
Hi {{primary_contact_first_name}},

I wanted to check in on the materials I shared last week. Have you had a chance to review them?

Here's the link again: {{room_link}}

Happy to jump on a quick call if you'd like to discuss. You can book time here: {{room_creator_meeting_link}}

Best,
{{room_creator_first_name}}

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Using templates when sharing rooms

  1. Click Share or Send Email on a room
  2. Select a template from the dropdown
  3. Variables are automatically populated
  4. Review and customise if needed
  5. Send the email
Learn more about available room variables for email personalisation.
Send a test email to yourself before using a template with customers — this confirms all variables fill correctly and your formatting looks right.

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Best practices

  • Keep it concise — Shorter emails get more engagement
  • Lead with value — Mention what’s in it for them
  • Clear call-to-action — One obvious next step
  • Test variables — Send a test email to yourself first
  • Update regularly — Refresh templates based on what works