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Email Templates (CRM)

Updated

Reusable email layouts for messages you send repeatedly.

On this page:

What they are and how to create one

Templates hold reusable subject lines and bodies. Once created, a template can be used to send an email to a single contact or lead from their record’s Action menu, sent as a mass email to up to 50 contacts or leads at once (recipients on a mass email can’t see each other), or triggered automatically through workflow automation. Insightly includes a few sample templates to get you started. Once a template is created, it’s available to all users on your Insightly account.

Template limits depend on plan: 100 on Plus, unlimited on Professional and Enterprise.

When you create a template, you choose the type of object it will be used for. Opportunities, projects, and tasks are only available for Workflow Automation templates on Professional or Enterprise plans, and those object types can only be used for internal emails, not emails sent to people outside your team’s Insightly account. Once a template is set for an object, that object cannot be changed later.

Write the template as if you’re writing to one individual, and use the Insert Field option to personalize each message with fields pulled from each recipient’s record. Don’t add a signature in the template, since Insightly inserts your name or custom email signature on each email for you. To attach files, click Browse; you can add multiple attachments up to 25MB for each template, and selecting multiple files at once requires them to be in the same location on your computer.

Email Templates List View in Insightly CRM — The image shows a table of email templates with columns for name, subject, owner, category, template type, open rate, and creation date. This helps users understand how to navigate and manage their saved email templates, including identifying who owns each template and how well they perform.

1 Email Templates List View in Insightly CRM

 Accessing Email Templates in Insightly CRM — The screenshot shows the My Received Emails section of Insightly CRM, with a red arrow pointing to the “Email Templates” button located in the upper right area of the emails panel. This helps users locate where to access and manage reusable email templates when composing or organizing emails within the CRM.

2 Accessing Email Templates in Insightly CRM
Creating a New Email Template in Insightly — The Email Templates list view in Insightly CRM shows existing templates with details like open rates and creation dates. A red arrow highlights the “New Email Template” button in the upper right corner, indicating where users should click to create a new template.

3 Creating a New Email Template in Insightly

 Adding a New Email Template in Insightly — The screenshot shows the “Add New Email Template” form with fields for Template Name (filled in as “Prospect Outreach”), Template For, Category, and Email Subject. This helps users understand where to enter the basic details when creating a reusable email template in Insightly CRM.

4 Adding a New Email Template in Insightly
Email Template “Template For” Dropdown Options — The screenshot shows the “Add New Email Template” form with the “Template For” dropdown menu open, revealing six object types: Contact, Lead, Opportunity, Organization, Project, and Task. This matters because users must select the correct object type to ensure the template is available when sending emails from the appropriate record type in Insightly.

5 Email Template “Template For” Dropdown Options

 Adding Email Template Category in Insightly CRM — The screenshot shows the “Add New Email Template” form with the Category dropdown open, displaying options like Public Relations, Sales, General, Testing, and Hiring, with “Sales” currently selected. This helps users understand how to assign a category to an email template and that new categories can be created using the “Add New” link beside the dropdown.

6 Adding Email Template Category in Insightly CRM
Inserting a merge field into email template — The screenshot shows an email template editor in Insightly CRM where a user is selecting “First Name” from a dropdown list of merge fields to personalize the email body. This feature allows users to automatically populate recipient-specific data, such as a contact’s first name, into outgoing emails without manually editing each one.

7 Inserting a merge field into email template

 Email Template Editor with Merge Field — This shows an email template composition screen in Insightly CRM, featuring a personalization merge field for the recipient’s first name, a rich text editor for the email body, and a file attachment option via a Browse button. This would help users understand how to create automated, personalized email templates including dynamic contact fields and optional file attachments.

8 Email Template Editor with Merge Field

Template performance and categories

Once a template has been used, Insightly tracks how many emails were sent, how many were successfully delivered, the average open rate, and, if the email includes a link, the average click rate. A summary appears in the list view; full statistics for a template appear in its display view.

Email Template Performance Statistics Dashboard — This screenshot shows an email template called “Danish test with inserted fields” in Insightly CRM, displaying delivery and engagement metrics including 1 email sent, 1 delivered, and 0% open and click rates. This would help users understand where to find email performance data and what statistics are tracked for individual email templates.

Templates can also be organized into categories, separate from tags used elsewhere in Insightly. Click Show Sidebar next to New Email Template to view them.

Email Template Categories List View in Insightly — The screenshot shows the Email Templates section in Insightly CRM, displaying a categorized list of email templates including Public Relations, Sales, General, and others. A toggle button (highlighted in red) at the top allows users to switch between list and grid views of their email template categories.

Deleting emails and templates

Deletion uses the same bulk-editing tools on the Emails tab, whether you’re cleaning up your account or removing records ahead of a subscription downgrade.

  1. Click the Emails tab.
  2. Select a list, or select Email Templates.
Navigating Email Views and Templates Menu — The screenshot shows the Emails section of Insightly CRM with a dropdown menu open, displaying four list view options: My Received Emails, My Sent Emails, Shared Emails, and Scheduled Emails. An arrow points to the Shared Emails option, and an Email Templates button is visible in the top right corner, helping users understand how to switch between email views and access templates.
  1. Tick the boxes next to the items you want to delete, or tick the box above the list to select everything on the page.
  2. If the list has more than 30 records, a banner offers to select every matching record, not just the current page. Click the link if you want everything.
  3. Click the trash can icon above the list and confirm the deletion.

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