Using email templates streamlines your workflow while maintaining consistent messaging in client communications. This guide will walk you through how to create new templates and edit existing ones, helping you save time and stay organized when emailing clients. By setting up templates, you ensure that each message aligns with your agency's tone and standards, making your communication more efficient and professional with every client interaction.
Create a new email template
To create a new email template, visit Templates → Emails. From there, locate the “Add template” button in the top right-hand corner of the screen:
Once clicked, you’ll view an editing screen.
From here you can update the template’s name (1) subject line (2), message body (3), and add any attachments that will regularly accompany this email if applicable (4). Once all information is updated, remember to select the “Save” button in the bottom right-hand corner (5):
💡 Note: The merge field “CLIENT_PREFERRED_NAME” will allow your email template to pull the preferred name of the client you are sending the message to automatically when sending a message through a trip. |
Edit an existing email template
To edit an existing email template, visit Templates → Email and click on the template you want to edit.
Once opened, you will be able to edit the email subject line (1), message body (2), and add any attachments that will regularly accompany this email if applicable (3). Once changes are complete, remember to select the “Save” button in the bottom right-hand corner of the screen (4):
Templates that are not “default” templates can be renamed. “Default” templates cannot be renamed, but can be duplicated using the “copy” button when viewing the email template list and renamed if needed:
Comments
26 comments
How do we share customer inquiry with client is there a link we can provide
Hi LakeTravels! You can check out this guide to learn how to send your clients an inquiry form link via email.
Are we able to add graphic headers to emails forms/ templates?
Hi Laurel!
Email templates can include images -- these can be pasted directly into the email template or added by clicking the photo icon in the editing toolbar.
Form templates do not accommodate photos. However, the trip photo will automatically appear at the top of the form when you send a form from a trip!
Are we able to send an email template to more than one client at a time? For example letting clients know I’ll be on vacation. Was very tedious to send them to each individual client. Thanks!
Hi Melissa! You can use the out-of-office automation under Settings -> Automation for letting clients know you are already out of the office.
However, we do not offer a mass email tool, as this would fall under email marketing. TravelJoy is designed to be used for transactional emails only at this time.
I created a template but could not preview it What did I do wrong?
Hi Earlene Newton-Cozart! This would require us to take a look at your account to help problem solve. Please send in a support request to hello@traveljoy.com with details regarding this template!
I can't figure out how to send the email template I have created? help!
Hi Amy!
To use your email template, you'll select it from the "Email Templates" dropdown list at the bottom of any message to a client.
For example, on any trip you've created, you'll see the dropdown at the bottom-left corner of a new message in that trip's Messages feed:
To see how to send a message to a client, check out this guide!
Is there a way to reorder the templates in a particular category?
Email templates are listed in alphanumerical order. The best workaround to update the order of appearance is by adding numbers at the beginning of each template name, such as:
00 Client Inquiry
01 Client Followup
Etc.
hello I asked this question before but can't remember what the answer was. Can I preview my email before I sent it?
Hello I am trying to move my Logo to the right lower side of my email.Help please.
Hi Earlene! You can preview and make changes to the email templates you choose when sending a form, invoice or proposal. We do not have a way to preview an email before sending it. However, it should look very similar to how it looks as you type it!
Since the question about moving your logo is more specific to your account, we recommend reaching out via the blue support button in TravelJoy so we can take a deeper look and share specific instructions for you. :)
How can I email a form template that I created in the template area?
It does not populate when I attempt to send an email to my clients.
Please advise. Thank you
Hi, I'd like to set automatic dynamic dates in emails templates based on the trip. is there a way to reference something like <120daysDeparture> would put the date of 120 days before the trip departure?
For instance in a Disney just booked email template:
Your dining reservations open <60DaysDeparture>
Your Final Payment is due <30DaysDeparture>
This would be super useful for automated emails
Hi Roshawnda! I'd like for our support team to look into this for you further. Please send us a support request using the blue "support" button at the bottom right-hand side of the screen and we'll investigate to find you a solution! :)
Hi Brian! While this is not currently a feature we offer in email templates, I will be sure to share this with the team to keep in consideration for future updates. Thank you for sharing your feedback!
I would love the ability to add dynamic dates to email templates as well!
Hi Ashley! Thank you so much for adding your voice here - it's good to see what our agents would like to see in TravelJoy. I've added this to our feature request list and shared with our team! :)
Can't you automate emails under task lists for each cruise line based and set a relative date? Celebrity task list would include: Reminders for final payment reminder, send Edocs, shore excursions, flights/hotels etc. This would include bon voyage email as well as welcome home/feedback emails.
Hi Mui!
Tasks can be used to automatically send a message to a client! You can check out this guide for more information and steps on how to set this up!
Is there a way to CC an assistant or myself when an automated email template goes out? I don't see a place to add a CC in the email template form.
Hi, I copied one of the default "Invoice Payment Due Soon Email (default)" templates that include the invoice because I want to say that it is PAST DUE now. However, the invoice link/button disappears on the copied template. How can I get that back?
Are there more text tools that we can use within the body of an email? For example, I would like to have my Booking Confirmation email include the clients booked trip details such as the type of travel it is (cruise, all-inclusive, etc.), date of departure, itinerary/destination, booking/reservation confirmation number, balance due, final payment due date, among others. This would be of great value for us to be able to customize the automations that we already have. Thanks.
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