Workflow emails are powered by your existing email templates. This guide explains how templates work within workflows and how to create effective templates for automated sequences.
How Templates Work in Workflows #
When you add an email step to a workflow, you select one of your existing email templates. When the step executes:
- The template content is retrieved
- Placeholders are replaced with actual client/performance data
- The email is sent with the processed content
Creating Templates for Workflows #
Before building workflows, create templates specifically designed for automated sequences:
Template Types to Create #
- Welcome/Confirmation – Acknowledge bookings or enrollments
- Reminder – Gentle follow-ups and check-ins
- Pre-Event – Logistics, timelines, what to expect
- Post-Event – Thank you notes
- Review Request – Ask for feedback
- Payment Reminder – Outstanding balance notifications
Using Placeholders #
Placeholders make your automated emails feel personal by inserting client-specific information.
Client Placeholders #
{client.name}– Client full name{client.email}– Client email address{client.phone}– Client phone number{client.company}– Client company name
Performance Placeholders #
{performance.date}– Event date{performance.start}– Start time{performance.end}– End time{performance.client_portal_url}– Link to client portal
Venue Placeholders #
{venue.name}– Venue name{venue.address}– Full venue address{venue.city}– Venue city{venue.state}– Venue state
Group Placeholders #
{group.name}– Your group/band name{group.email}– Group contact email{group.phone}– Group phone number
Template Best Practices #
Write Clear Subject Lines #
Subject lines should clearly indicate the email purpose:
- “Your Event Details – {performance.date}”
- “Quick Question About Your Upcoming Event”
- “Thank You from {group.name}!”
Keep Content Focused #
Each template should have one clear purpose. Avoid cramming multiple topics into one email.
Include Clear Calls-to-Action #
Tell recipients exactly what you want them to do:
- “Click here to view your timeline”
- “Reply to this email with any questions”
- “Leave us a review”
Test Placeholder Rendering #
Always preview templates to ensure placeholders render correctly. Broken placeholders (showing {placeholder} instead of values) look unprofessional.
Assigning Templates to Steps #
- In workflow edit mode, click on an email step (or add a new one)
- Select Template from the dropdown
- Choose the appropriate template
- Save the step
Updating Templates #
When you update a template, changes affect future workflow emails but not emails that have already been sent or are currently scheduled.
Active Enrollments #
If you update a template while clients are enrolled:
- Pending steps will use the updated template content
- Already-sent emails are not affected
- Custom drafts (per-enrollment edits) are not overwritten
Creating Workflow-Specific Templates #
Consider creating templates specifically for workflow use:
Naming Convention #
Use prefixes to identify workflow templates:
- “[WF] Post-Event Thank You”
- “[WF] Review Request”
- “[WF] 7-Day Reminder”
Template Organization #
Group related templates together:
- Post-Event Sequence: Thank You, Review Request, Referral Ask
- Pre-Event Sequence: 7-Day, 2-Day, Day-Of
- Payment Sequence: Reminder 1, Reminder 2, Final Notice
Common Template Mistakes #
Missing Placeholders #
Problem: “Dear Customer” instead of “Dear {client.name}”
Solution: Always use placeholders for personalization
Outdated Information #
Problem: Template references old pricing or policies
Solution: Review templates periodically and update as needed
Broken Links #
Problem: Links in templates no longer work
Solution: Use dynamic placeholders like {performance.client_portal_url} when possible
Generic Content #
Problem: Email feels like mass marketing
Solution: Use specific placeholders and write in a conversational tone
