Email templates
Email templates let you save pre-written emails in Pipedrive, so you don’t have to write the same message from scratch every time. They’re useful for repetitive messages like introductions, follow-ups or meeting confirmations.
You can find and use your templates any time you’re composing an email in Sales Inbox or in detail views.
Set up email templates
Pipedrive comes with a few sample templates ready to use. To access your templates, you’ll first need to open the email composer:
- In Sales Inbox, click “+ New email”
- In deal, lead, project, person or organization detail view, open the email tab
Add templates
You can draft your email directly in the composer and turn it into a template. To do that, click Choose template > Save draft as template.
If you prefer to directly open the template editor, go to Choose template > Manage templates and click “Add new template”.
You can also select and customize other templates from the list.
Reorder and delete templates
To find templates faster, you can reorder them by keeping the most relevant ones at the top. Go to Choose template > Manage templates and drag them based on your priority.
When you no longer need a template, click the trash icon to delete it.
Edit email templates
In the template editor, set the following first:
- Template name – name that helps you find your template in the list
- Visibility – set it to private or shared
Next, add the subject line and write the body of your email. The template editor includes standard text formatting tools, such as font, size, bold and italic. You can also attach files, like a PDF brochure or spreadsheet, to give your template more context.
Two options go beyond typical email formatting: merge fields and the meeting scheduler link.
Add merge fields
Merge fields automatically pull in details from your deals, leads, projects, people and organizations, so you don’t have to fill out repetitive information by hand. You can use them in the body of an email, the subject line or inside hyperlinks, for example, to personalize a booking link with a contact’s name.
For the merge fields to work as expected, keep in mind the following:
| Field category | Requirement to populate |
|---|---|
| Deal, lead, project, person and organization fields | The email must be linked to specific existing items in Pipedrive |
| Any merge field | The field must be filled in. If it’s left empty, you’ll see a warning. |
| Deal fields, when a contact has more than one deal | Send the email from a specific deal detail view or link it in Sales Inbox |
| Other fields (like sender email, sender name or company name) | Populate automatically |
To add merge fields, click “Insert field” and select the item field you want to use. For example, personalize the email for your recipients by adding the person's first name field in the template. Any custom fields your company has created also appear in this list.
You can also use a merge field as the destination of a hyperlink. Highlight any text in your template and click “Link”. In the pop-up that opens, click “Insert field” and select a field that contains a URL, like a custom field for a website.
If you use variable links hosted on the same domain but with different locations, you can also add part of the link and insert a field at the end to complete it.
Add a meeting scheduler link
To avoid lengthy back-and-forth, you can add meeting scheduler links so recipients can book a time with you directly from the email. Click “Meeting scheduler” in the template editor to insert a booking link.
Once you’re happy with your template, click “Save”.
Use email templates
To send a single email using a template, whether from Sales Inbox or detail views, click “Choose template” and select the template you want to use.
You can also use your templates when sending group emails or automated emails.
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