Email templates
Every time you send an invoice, proposal, contract, questionnaire or gallery, you write a short covering message. Email templates mean you write it once, in your own voice, and reuse it whenever you like.
Find them under Templates → Emails.
Creating an email template
- Go to Templates → Emails and choose New template.
- Give it a name at the top so you can find it later. Left blank, it's saved as "Untitled email template".
- Add a Subject (optional) and a Message (optional).
- Choose Save template.
The editor shows your message on the left and a live preview of the branded email your client receives on the right. On a narrow screen, switch between Editor and Preview. Nothing saves on its own, and CoreHue checks before you leave with unsaved changes.
When to leave the subject blank
- With a subject, using the template sets the subject line too. Good for things you start, like sending a gallery.
- Without a subject, it fills in the message and leaves the subject alone. Good for replies, where you want your standard text in the thread you're already in.
Filling in names and details
Open Variables in the toolbar to add details that fill in when you send:
| Variable | What it becomes |
|---|---|
| Client's first name | Each recipient's own first name |
| Business name | Your business name |
| Business email | Your business email |
| Today's date | The date you send it |
| Current year | This year |
In the editor, variables show as grey tags, since there's no recipient yet. Nothing fills in a booking date, an amount or a venue, so type those yourself after dropping the template in. See Filling in client details automatically.
Where you can use them
Every template is offered in every composer: sending proposals, contracts, questionnaires, invoices, receipts, bookings and galleries, the reminder composer, and Messages.
- In a send composer, choose Use template under the message box.
- In Messages, open the templates icon in the composer toolbar.
Picking one fills the composer and leaves everything editable. Manage templates at the bottom of the menu jumps to your library. See Sending a message to a client.
Ready-made templates
New accounts start with up to eight, matched to your kind of photography. Add more any time with Add from CoreHue, which opens 32 ready-made templates, including:
- Reply to a new inquiry, Availability confirmed, and Declining an inquiry (fully booked, or not a fit).
- Booking next steps, Proposal sent, Contract and retainer reminder, Payment reminder and Final balance due.
- Session confirmed, Gallery is ready, Thank you and referral request, and Review request.
- Specialist notes for weddings, newborns, boudoir, events, commercial, food, fashion, real estate and sports.
Some starters use capitalized blanks like [DATE] or [PLACE] where something specific belongs. Nothing fills those in. They're reminders to type something before you send.
Rewrite each template in your own voice. A note that sounds like software defeats the point of sending a personal message.
Managing your templates
Each row's ⋯ menu has Edit, Duplicate and Delete. Rename a template inside the editor. A duplicate keeps the original name with "(copy)" added, which makes it easy to build a wedding version of your standard inquiry reply.
Frequently asked questions
Can I use one email template for galleries and invoices?
Yes. CoreHue email templates aren't tied to a document type. Every template shows up in every composer.
Why didn't my client's booking date fill in?
Email templates fill in your client's first name, your business name and email, today's date and the current year. Anything else, like a booking date or amount, you type after dropping the template in.
What happens if my client has no name on file?
The Client's first name variable becomes "there", so your greeting reads "Hi there" instead of leaving a gap.
Which email templates are worth having?
Save an email template for anything you've typed more than twice. Usually that's an inquiry reply, a gallery delivery note, a payment nudge and a pre-session note.