How to create email templates

Email templates let you write an email once, in your own words, and reuse it. Merge fields like {first_name} fill in for each person. Open Business › Email templates in the menu.

The page has two parts:

• Task emails: the emails GigTools writes for tasks (lead follow-up, agreement, payment reminder, thank-you and more). Click one to make Your version; it's used for those tasks from then on.
• Your templates: emails you write yourself. Use them from any email task, from a contact's Email from template box, or as a campaign email.

1. Create a template

1. Click New template.
2. Fill in Template name and, if you like, a Note for your team about when to use it.
3. Write the Subject and Message.
4. To add a merge field, put your cursor where it goes and click the field under Merge fields.
5. Click Preview with sample details to check it, then Save template.

2. Merge fields

• About them: {first_name}, {full_name}, {company}, {city}
• The gig: {client}, {event}, {date}, {time}, {when}, {where}, {fee}, {paid}, {balance}
• Links: {agreement_link}, {pay_link}, {review_link}, {act_link}
• You: {act}, {my_name}, {my_company}, {my_phone}, {my_email}, {website}, {signature}, {paypal}, {venmo}
• {avails}: your open dates from the calendar, grouped by month, with days in a row shown as a range (like "Fri 23 – Mon 26")
• {unavails}: the dates you're booked, with the city and state (like "Fri 13 – Sun 15 · Tucson, AZ"), for bookers who'd rather work around your calendar or book you near a show you already have

A line whose fields are all empty is left out, so "Venmo: {venmo}" disappears if there's no Venmo on file. Gig fields only fill in on a gig's tasks; campaigns don't use them and warn you if you include one.

3. Change or remove one

Open it, edit and save. On your version of a task email, Start over from built-in brings back GigTools' wording, and Go back to the built-in email removes your version. On your own templates, Delete template removes it.

Only owners and admins can create and change templates. Email templates aren't part of GigTools Lite.

See How to write a template with AI and How to set up a campaign.