> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowla.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email templates

> Create reusable email templates so your team sends consistent, personalised outreach every time.

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**.

<video autoPlay muted loop playsInline src="https://mintcdn.com/flowla/TmnjQuqPEAiABcEk/images/platform_&_admin/email_template_overview.mp4?fit=max&auto=format&n=TmnjQuqPEAiABcEk&q=85&s=3ebc2f3a76b7a6a29222566f8b64c219" data-path="images/platform_&_admin/email_template_overview.mp4" />

***

### Creating an email template

<Steps>
  <Step title="Navigate to Email Templates">
    Go to **Settings → Email Templates**.
  </Step>

  <Step title="Click Create Template">
    Click the **Create Template** or **+ New** button.
  </Step>

  <Step title="Add template details">
    * **Template Name** — Internal name for easy identification
    * **Subject Line** — Email subject (supports variables)
    * **Body** — Email content with formatting and variables
  </Step>

  <Step title="Save the template">
    Click **Save** to make it available for use.
  </Step>
</Steps>

***

### Variables

Personalise your templates with dynamic variables that fill in automatically when you send.

| Variable                         | Description          | Example 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](mailto: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/](https://app.flowla.com/r/)..." |
| `{{room_creator_first_name}}`    | Your first name      | "John"                                                      |
| `{{room_creator_meeting_link}}`  | Your calendar link   | "[https://calendly.com/john](https://calendly.com/john)"    |

***

### Template examples

#### 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}}
```

#### 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}}
```

***

### 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](/rooms/room-variables) for email personalisation.

<Tip>Send a test email to yourself before using a template with customers — this confirms all variables fill correctly and your formatting looks right.</Tip>

***

### 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