Create a Reply Template

What Are Reply Templates?

Reply Templates help you respond faster without rewriting the same messages repeatedly.

Templates can be used for common replies, such as:

• Partnership inquiries

• Lead qualification

• Follow-ups

• Client responses

• Meeting requests

• Pricing questions

• Support replies

• Company information requests

Templates are shared across your workspace, allowing teams to maintain consistent messaging while saving time.

How to Create a Reply Template

Steps

1. Open a conversation from your inbox.

2. Click Reply to open the reply editor.

   

3. Click the Insert Reply Template icon at the bottom-right of the reply box.

   

4. To create the new template first, click "Add Category" and then name the category based on use case (e.g., Inbound Queries, Partnerships, Pricing, Client Updates).

   

5. Add a clear, short template name (similar to a subject line), for example:

   • Short demo nudge

   • Let's book a demo

   • Thanks for reaching out

   • Partnership follow-up

   This helps teammates quickly choose the right reply.

6. Add the email content you want to reuse.

   Optional:

   • Add CC / BCC addresses if needed

   • Use placeholders for personalization (name, company, context)

7. Once saved, the template becomes available to everyone with access. Also, you can edit the category, template name, and message anytime by simply clicking on the text.

8. To insert a template, click Insert Reply Template or type "#" in the reply box and select the template. The content will be inserted automatically.

9. You can always:

   • Edit the text

   • Add personalization

   • Adjust tone based on context

10. Click Send once you're happy with the reply.

Using Variables

Reply Templates support variables that automatically insert prospect and sender information when the template is used.

Variables help personalize templates without requiring manual editing every time.

To insert a variable, click Insert Variable while editing the template.

Available Variables

Name

Inserts the prospect's name.

Example:

Hi {{name}}

Result:

Hi John Smith

First Name

Inserts the prospect's first name.

Example:

Hi {{first_name}}

Result:

Hi John

Last Name

Inserts the prospect's last name.

Example:

Hi {{last_name}}

Result:

Hi Smith

Email

Inserts the prospect's email address.

Example:

{{email}}

Result:

[email protected]

Domain

Inserts the prospect's email domain.

Example:

{{domain}}

Result:

company.com

Company Name

Inserts the prospect's company name.

Example:

{{company_name}}

Result:

Acme Inc

Sender Name

Inserts the name of the user sending the message.

Example:

Best,

{{sender_name}}

Result:

Best,

Sarah Johnson

Personalizing Templates

Templates should be used as a starting point, not as a finished message.

Before sending, consider:

• Adding conversation context

• Personalizing the response

• Updating names or company references

• Adjusting tone based on the conversation

• Removing unnecessary sections

The best templates are flexible enough to work across multiple conversations.

Creating Templates in a New Account

If your workspace has no existing conversations, you can still create reply templates.

Why This Is Needed

Reply Templates are accessed through the reply editor inside a conversation.

If your inbox is empty, create a test prospect first.

Steps to create templates in a fresh account

1. Click Create Prospect in the top-right corner of your inbox and create a test prospect (you can use your own email or a dummy email like [email protected]).

2. Once the prospect is created, open the newly created empty conversation thread.

3. Click Reply to open the reply editor.

4. In the reply box, you will now see:

   • The Insert Reply Template icon, or

   • You can type # to open templates.

5. From here, you can:

   • Create a new reply template

   • Add categories

   • Save and organize templates as usual

Best Practices