Help & Support

How do I create an Email Template Set?

written by
Brittany Rutherford
Last updated:
July 23, 2021

You’ve worked hard to build up a panel of engaged participants, and care about how you communicate with them. Email template will help you do just that! 

Maintain your tone and voice through your project by creating a custom email template set. Make a template set once and you and your team can reuse it over and over again, saving time and ensuring participants receive emails that sound like YOU. You can also update the look and feel of your emails by creating an email theme, and set a sender profile so participants better recognize your emails.

Email template sets are included for paid Hub Custom subscription plans. To upgrade, visit the “My plans” of your team settings.

Ways to use email template sets

  • Keep terminology consistent across emails: If your company uses specific terms that your participants recognize, include those in your emails. 
  • Add our own greetings and signoffs: For example, we sometimes use more casual “Hey” for a greeting and “Cheers” for a signoff.
  • Include personalized signatures: If you’re the only one using a template, add a signature that’s to your liking. For example, add your personal pronouns!
  • Update subject lines to include other information: For example, if you always refer to your panel as the “Product insiders club”, include that in your subject line.
  • Include secondary email addresses or links all participants will need: If participants for any study would benefit from having a second point of contact, or all panel members would benefit from a link to your support library, link those in an email. 
  • Add your own “vibe”: Participants appreciate emails that sound human, so include language that sounds like the “you” they may speak to in their interview! This helps participants feel comfortable since they’ve already gotten to know you a little bit.

How it works

  1. You, or a teammate, creates an email template set. Email template sets are comprised of templates for all automated emails for a given project type (eg 1-on-1 interview) and format (eg online). This set can be used by all teammates over and over again, removing the burden of copy and pasting custom email content for each project.
  2. Update each email template with custom messaging. Some examples above! This will typically be email messaging you may have found yourself retyping or copy/pasting for each project.
  3. Apply an email template set you a project. Your custom emails will be sent as automatically triggered emails. 
  4. You can edit an individual template on a project if you’d like to make a one time tweak, or you can make edits on the team level to save them for later. 

How do I create templates sets?

  1. Log into your UI account and click “My team”.
  2. Under “Team settings”, navigate to the “Email templates”.
  3. Select “+ Create new”. 
  4. Name your set and select the study type and format for your set. 
  5. Edit and save each email template with your custom copy.
  6. That’s it! You and your team can now apply your new set to any current or future projects.
Create a new email template set


How do I apply a template set?

On the project builder 

If you’ve already created an email template set, applying the set when building your project helps ensure all emails observe your applied set. 

  1. In the project builder for Hub projects, navigate to the “Invitation emails” section.
  2. Under “Project wide email settings” go to “Email template set”. 
  3. Select an email template set from the dropdown. 
  4. Save! Your templates will be used for all email sends for this project.

On a project

If you haven’t created an email template set, you can create and then apply that set to a launched project. Please note if emails have already been sent before you’ve applied the set, those emails will not include your custom copy. 

  1. Log into your UI account and navigate to the “Automated emails” section of your project.
  2. Select an email template set from the drop down under “Email template sets”. 
  3. Save! Your templates will be used for all email sends for this project.

How do I edit a template set?

On team settings 

Updating an email template set in team settings will make changes to the template for current and future use. Updates made to email templates at the team level will not override template edits on the project level. 

  1. Log into your UI account and click “My team”.
  2. Select “Team settings”. Navigate to the “Email templates” section.
  3. Select the three dots, then “Edit” next to the email template set you’d like to update.
  4. Edit and save each template that needs an update.

On a project 

Updating an email template set on a project will make changes to the template on this project only. This is a great option if you want to make a change to a template based on factors about the project, but don’t want to save those changes for future use. To make edits to a template to use later, go to “Email template” in team settings.

  1. Log into your UI account and navigate to the “Automated emails” section of your project.
  2. Your applied email template set will be shown in the drop down under “Email template sets”. 
  3. To update to a different email template set, choose a new set from the dropdown. 
  4. To update a specific template, click “edit” next to individual templates.

How do I duplicate, delete, or filter template sets?

  1. Log into your UI account and click “My team".
  2. Under “Team settings”, navigate to the “Email templates” section.
  3. For a template set, select the three dots, then “Duplicate” or "Delete".

To filter by interview type of study type, select from the options in the dropdowns. Matched email template sets will show below!

How do I test a template set?

On team settings

  1. Log into your UI account and click “My team”.
  2. Select “Team settings”.
  3. Navigate to the “Email templates” section.
  4. Select “Send me a test” next to the email template set you’d like to test.

On a project

  1. Log into your UI account and navigate to the “Automated emails” section of your project.
  2. Your applied email template set will be shown in the drop down under “Email template sets”. 
  3. To test a specific template, click “Send me a test” next to individual templates.

View vs. Edit Permissions

If your team has admin permissions set up, non-admins will be able to view, but not edit or create, email template sets. Non-admins will see “view” instead of “edit” for email templates. They will be able to view and apply any admin created email templates sets to projects. 

FAQ

Can my teammates apply my email template sets to their projects?

Yes. All teammates can view and apply email template sets. 

Can I edit email template sets a teammate created? 

All teammates, except non-admins, can edit email templates created by other teammates. 

If I edit a template on a project, will it save on a team level? 

No. Templates edited and saved on a project will only save to that project. 

Can non-admin teammates create email template sets? 

No. Non-admins will only be able to view and apply email template sets, but cannot create or edit sets. Most teams do not have admin/non-admin permissions set, so for most teams, everyone is an admin. 

If I add or edit an email template, will the email be sent to participants who have already received it? 

No. We will only apply the email template set to future project emails. 

If I don’t have an email template set applied to my project, what will be sent to participants? 

Our UI default copy will send if you don’t have an email template set applied to your project. You can edit and test that copy on the “Automated emails” section of your project. 

Can I apply an email template with a different study type or format?

No. Sets are for a specific study type and format, and can only be applied to projects of the same format. 

Can I update an email template set’s study type or format? 

No. The study type or format cannot be updated. To make a version for a different study or format, you’ll need to create a new email template set. 

Are email template sets available for Free Forever plans?

No. Email template sets are only available on paid Hub plans.

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