Manage Email Templates

The Manage Email Templates section allows administrators to create and manage the standardized email templates used throughout QwikSell.
Templates ensure consistent messaging for sales communication, follow-ups, and automated system emails such as quote notifications, onboarding messages, and event invites.

Accessing Email Templates

  1. Navigate to Administration from the main menu.
  2. Select Manage Email Templates.
  3. The system displays a searchable list of all active and inactive email templates available within your QwikSell environment.

Search and Filter Options

Use the filters at the top of the screen to locate specific templates quickly.

Filter Description
Template Name Search for a specific email template by name.
Status Filter by Active, Inactive, or All to view templates by availability.

Buttons available:

  • Search – Executes your filter search.
  • New – Opens the form to create a new template.

Email Template List

The main list view displays all existing templates and their type.

Column Description
Template Name The title or subject identifier of the template.
Template Type Indicates the use type (Email, Calendar Invite, etc.).

Examples:

  • Blank Calendar Invite — Calendar Invite
  • Break-Fix to Managed Services — Email
  • Canvassing Follow-Up — Email
  • Cold Call Follow-Up — Email

Tip: Use naming conventions that make templates easy to find (e.g., "Quote Follow-Up – 14 Days").

Creating a New Email Template

To create a new email template:

  1. Click New in the top-right corner.
  2. Complete the Add Email Template form.

Substitution Variables

At the top of the template editor, you'll see a list of substitution variables — dynamic placeholders that automatically pull real data from your QwikSell environment.

Variable Description
{Current Date} Inserts today's date.
{Company Name} Inserts the client's company name.
{Contact First Name} Inserts the first name of the client contact.
{Contact Last Name} Inserts the last name of the client contact.
{Sales Person First Name} Inserts the assigned salesperson's first name.
{Sales Person Last Name} Inserts the assigned salesperson's last name.
{Sales Person Email} Inserts the salesperson's email address.
{Sales Person Phone} Inserts the salesperson's direct line or contact number.

Template Fields

Field Description
Template Name* Enter the internal name for your email template.
Email Subject* The subject line that will appear to recipients.
Email Body* Write or paste your email content. Use substitution variables to personalize your message.
Calendar Template Check this box if the template should be used for meeting invites.
Active Keep checked if the template should be available for use immediately.
  1. Once complete, click Save to store the new template or Cancel to exit without saving.

Editing Existing Templates

To modify an existing email template:

  1. Click the template name in the list.
  2. Update any desired fields — including subject, body, or active status.
  3. Click Save to apply the changes.

Note: Edits to templates will apply immediately to all future uses but will not affect previously sent emails.

Best Practices

  • Keep templates short and conversational — avoid long paragraphs.
  • Use substitution variables for personalization instead of manually typing client details.
  • Group templates logically (e.g., "Follow-Up," "Discovery," "Proposal Sent") for easier navigation.
  • Review and update templates quarterly to maintain relevance and brand consistency.
  • Always test automated templates after editing to confirm formatting and variable accuracy.