Managing Email Templates

Read time 4 min Level Beginner Prerequisites Admin or Power role; the sending domain authenticated (see the Email Service article)

In a nutshell: Email templates are reusable layouts that the team applies on every send rather than writing from scratch. Five template types live in Tenant Admin: Outreach (pitches), Confirmation (booking confirmations), EDM (direct marketing), Survey (post-campaign feedback), and Invoice. Build the templates needed before the team starts pitching; merge-field pills personalise the output at send time.

Template types

Outreach: Pitch templates used by Email Pitching. The structure for a typical journalist pitch -- intro, value, ask, signature -- saved as a reusable layout with merge fields for personalisation.
Confirmation: Sent to confirm an interview booking, a meeting time or a coverage agreement. Often paired with the Bookings & Coverage workflow.
EDM: Electronic Direct Mail layouts for newsletters, announcements and client communications. Used by the Client EDM page.
Survey: Used to invite respondents into a BUZZVox survey or to send a post-campaign feedback request.
Invoice: The wrapper around invoice emails sent to clients from Finance & Invoicing. Auto-reminder cadences also draw from these templates.

Creating a template

Open Tenant Admin > Account Setup > Templates.
Pick the template type (Outreach, Confirmation, EDM, Survey, Invoice).
Click Add New Template.
Give the template a name (for example "Standard Media Pitch" or "Interview Confirmation").
Compose the body in the editor. Use merge-field pills from the Field Picker tree to insert tokens like recipient first name, outlet, NewsWire link, headline.
Save. The template becomes available the next time someone applies a template in Email Pitching, EDM or the relevant page.

Editing an existing template

Open Tenant Admin > Account Setup > Templates and pick the type.
Click the template in the list to open it.
Make changes in the editor.
Save. Existing sent emails are not retroactively changed; only future uses of the template render the new version.

What to build for Day 1

A new tenant needs a small starter set before the team can pitch:

One Outreach template -- the agency's standard pitch layout. The Pitch Craft article in Course 2 covers what makes a strong pitch body.
One Confirmation template -- for interview booking confirmations.
One Invoice template -- for invoice emails (Finance & Invoicing uses this).

EDM and Survey templates can wait until those workflows are needed.

Merge fields

The Field Picker tree shows every token available for personalisation. Real tokens resolve at send time; hand-typed tokens (for example, typing {FirstName} directly) go out as literal text. The principle: drag from the picker, do not type.

Common Outreach tokens: {UserName} (recipient's first name), {intro}, {headline}, {bullets}, {body}, {url} (NewsWire link), {filelist}, {spokesperson1}, {prcontact} / {premail} / {prmobile} (PR contact signature block). The Email Pitching article in Course 2 covers the full token list.

Frequently asked

Are templates tied to a campaign?: No. Templates are tenant-wide. A pitch (subject + body) is per-Story; templates are reusable layouts that apply across many Stories.
Can templates be branded?: The tenant logo and brand colours (set in the Branding article) flow into the branded email layout automatically. Inside that layout, the template content is the text and merge-field structure.
Can a User edit templates?: Tenant Admin is open to Admin and Power. Users see the templates when applying one from Email Pitching but do not edit them.
What happens to in-flight pitches if a template changes?: Already-sent emails are unaffected. Queued batches in the Mail Dashboard render with the version of the template applied when they were composed.

Key takeaways

Five template types: Outreach, Confirmation, EDM, Survey, Invoice.
Set up at Tenant Admin > Account Setup > Templates.
Use merge-field pills from the Field Picker -- never type tokens by hand.
Day-1 starter set: one Outreach, one Confirmation, one Invoice.
Templates are tenant-wide and editable by Admin or Power users.