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Email Marketing & Email Templates

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Email Campaigns vs. Email Templates Email Templates in TalleFlow Email Campaigns in TalleFlow Message Templates

Message Templates

Vaasu Guduguntla

Last Update 2 dagen geleden

Message Templates are reusable email templates for one-to-one client communications. Instead of writing the same follow-up, confirmation, or next-step email from scratch every time, you can save it once and apply it wherever you send emails in TalleFlow.

Message Templates vs Other Template Types

TalleFlow has three separate template systems. They serve different purposes and live in different places.

Template type

What it is for

Where you manage it
Message TemplatesOne-to-one client emails (follow-ups, confirmations, reminders)Business Settings > Preferences
Email Marketing TemplatesBulk email campaigns sent to groups or segmentsEmail Marketing section
System Email TemplatesAutomated emails sent when sharing documents (contracts, proposals, etc.)Document sharing settings
These are completely separate. Editing one does not affect the others.

Who Can Manage Message Templates 

Only owners and admins can create, edit, duplicate, and delete Message Templates. Team members with other roles can use templates when composing emails but cannot manage the template library.

Creating a Message Template

  1. Go to Business Settings > Preferences.
  2. Find the Message Templates section.
  3. Click to create a new template.
  4. Add a subject line and email body.
  5. Use smart tags to insert dynamic content (like client name, project name, etc.).
  6. Save the template.

You can also duplicate an existing template to use it as a starting point for a new one.

    Using a Message Template 

    Message Templates are available anywhere you compose a one-to-one email in TalleFlow:
    • Project Communications tab — when composing an email from a project
    • Contact dashboard — when composing an email to a contact
    • Automation Send Email step — when configuring an email action in an automation

    To apply a template:

      1. Open the email composer in any of the locations above.
      2. Click "Use template."
      3. Select a template from your library.
      4. The template's subject and body will be populated into the composer.
      5. If there is already content in the composer, you will be asked to confirm before it is replaced.

        Smart tags in the template will resolve automatically based on the context (the project, contact, or automation run).

          Smart Tags in Templates 

          Message Templates support the same smart tags (merge tags) available in other email surfaces. These automatically insert details like:
          • Client first name, last name, email
          • Project name, type, date, stage
          • Business name, phone, address
          • Business owner name, phone, address
          If a smart tag references a field that is empty in the current context, the tag will resolve to blank rather than showing raw tag text.

          Important Things to Know 

          • Templates are not live-linked to automations. When you apply a template to an automation's Send Email step, the content is copied into the step at that moment. If you later edit the template, automations that already used it will not update automatically. You would need to re-apply the template to the automation step.
          • Overwriting is confirmed. If you apply a template to an email that already has content, TalleFlow will ask you to confirm before replacing it.
          • Templates are business-wide. All owners and admins in the business share the same template library.

          Deleting a Message Template 

          Owners and admins can delete templates from Business Settings > Preferences. Deleting a template does not affect emails that were already sent using it, or automation steps that already copied its content.

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