What Are Email Templates?
Email templates are pre-written email messages saved in Wedy Pro that you can reuse across client communications. Instead of typing the same follow-up, welcome message, or booking confirmation from scratch each time, you create it once, save it as a template, and apply it in seconds.
Email templates live under Templates > Emails in the CRM sidebar. Each template stores a name, subject line, and rich-text body — including any attachments and your email signature. Templates also support smart fields, which automatically fill in client and project details when the template is applied.
Time to complete: 5–10 minutes.
How to Create an Email Template
Navigate to Templates in the CRM sidebar, then click Emails.
Click Create Template in the top-right corner.
The CREATE TEMPLATE modal opens. Fill in the following fields:
Template Name — an internal label for your own reference (e.g., Welcome Email, Follow-up, Booking Confirmation).
Subject — the email subject line your client will see. Type @ to insert smart fields directly into the subject.
Body — compose your email using the rich-text editor. Use the formatting toolbar for bold, italic, lists, and links. Type @ anywhere in the body to insert smart fields.
Optionally add attachments or insert your email signature using the options in the editor footer.
Click Save to save the template.
Using Smart Fields in Email Templates
Smart fields are dynamic placeholders that fill in automatically with real client and project data when a template is applied. This means you can write a single template that personalizes itself for every client — no manual find-and-replace required.
To insert a smart field, type @ anywhere in the subject line or body. A dropdown appears with available fields — select the one you need and it will be inserted at your cursor position.
Common smart field examples for event professionals:
Client name — greet clients by name automatically
Event date — reference their wedding or event date without looking it up
Package or project name — personalize follow-ups by service
Vendor business name — auto-sign emails with your business name
Smart fields work in both the subject line and the email body, so even your subject line can be personalized (e.g., Thanks for reaching out, @customer.name!).
How to Edit an Email Template
To update a saved email template:
Navigate to Templates > Emails.
Find the template in the list and click the options menu (•••) on the template card.
Click Edit.
The EDIT TEMPLATE modal opens with all fields pre-loaded — Template Name, Subject, Body, and Attachments.
Make your changes and click Save.
Edits apply to the saved template only. Any emails you've already sent using this template are not affected.
How to Duplicate an Email Template
Duplicating is useful when you want a variation of an existing template — for example, a follow-up version of your welcome email.
On the Email Templates page, click the options menu (•••) on any template card.
Click Duplicate.
A copy is created immediately and appears in your template list. You can then edit the duplicate without affecting the original.
How to Delete an Email Template
Click the options menu (•••) on the template card.
Click Delete.
A confirmation dialog titled Delete Template appears. Click Delete to confirm.
Deletion is permanent and cannot be undone. If you think you might use the template again, duplicate it first before deleting.
How to Use an Email Template When Sending an Email
When composing a manual email to a lead or client from within a project or lead timeline, you can apply a saved template to pre-fill the subject and body. Select the template from the template picker in the compose window — smart fields are populated automatically with the client's and project's real data at the time of sending.
The email goes out from your own connected email address — clients always see your real business email, never a platform address. To connect your email account, visit Account > Integrations.
Use Email Templates in Automations
Email templates become especially powerful when paired with Automations. You can configure an automation to send a template automatically when a trigger event occurs — for example:
Send a Welcome Email template the moment a new lead form is submitted
Send a Contract Reminder template when a contract is viewed but not yet signed
Send a Thank You template when an invoice is paid in full
When building an automation, select Send Email as the action type, then choose the email template to send. The smart fields in the template are resolved automatically at send time using the lead or project data associated with the trigger event.
This means your follow-up sequences, onboarding emails, and post-booking communications can run entirely on autopilot — without you manually composing a single message.
For a full guide to setting up automated workflows, see Automations Overview and Create an Automation.
Tips
Name templates clearly — use descriptive names that make it easy to find the right one quickly (e.g., Lead Inquiry Response — Photographer, Post-Booking Welcome).
Use the subject line smart field — personalizing the subject with a client's name increases open rates significantly.
Track template usage — the template list shows a usage count (e.g., Used 3x) so you can see which templates get the most mileage.
Keep templates concise — long templates are harder to personalize quickly. Save your most essential message, then customize one or two lines when you apply it.
Save variations for different business contexts — create separate templates for different services, lead types, or stages (e.g., an initial inquiry response vs. a booking confirmation).
Frequently asked questions
Can I attach files to an email template?
Yes. When creating or editing a template, use the attachment option in the editor to attach files. Attachments are saved with the template and included whenever it is applied.
Does editing a template change emails I've already sent?
No. Editing a template only affects future uses. Emails already sent are not modified.
Can team members access email templates?
Yes, subject to the permissions your Owner has configured. Email template access is controlled independently of document template access in your team's permission settings. If a team member cannot see Templates > Emails, ask your Owner to review their permissions under Account > Team.
How is this different from document templates?
Email templates are reusable messages — subject lines and body text sent directly to clients by email. Document templates are reusable Smart Document layouts (contracts, proposals, invoices, questionnaires) that clients view, sign, and pay through. Both live under Templates in the sidebar. See Create and Manage Document Templates for more.
Can I use email templates in Automations?
Yes — this is one of the most powerful use cases. When you add a Send Email action to an automation, you select one of your saved email templates. The automation sends it automatically whenever the trigger fires. See Create an Automation for a step-by-step guide.