How to Create and Manage Email Templates in Smartr365
Overview
The Campaigns section in Smartr365 lets you create, edit, and manage reusable email templates. You can design professional-looking emails using a drag-and-drop editor, personalise them with merge tags (such as client name, adviser details, and company branding), and use them when sending emails from your cases.
Getting Started
Where to find it: Go to Campaigns in the main navigation menu.
Who can access it: The Campaigns feature must be enabled for your firm. Once enabled, it appears in the main navigation for all brokerage users (System Administrators, Admin Assistants, Managers, and Advisers).
Viewing Your Templates
When you open the Campaigns page, you will see the Email section showing a table of all your email templates. Each template shows:
Name - The template name. Templates marked as System are provided by default and cannot be deleted.
Updated - The date the template was last modified.
Actions - A menu button with options to Edit or Delete the template.
The total number of templates is displayed at the top of the table.
Creating a New Template
Click the Create button in the top-right of the templates section.
You will be taken to the template editor. Enter a name for your template in the text field at the top.
Use the drag-and-drop editor to design your email. Available tools include:
Image - Add images to your email
Text - Add text blocks
Button - Add clickable buttons
Divider - Add horizontal dividers
HTML - Add custom HTML code
Insert merge tags to personalise your emails. Available merge tag categories include:
Client - First Name, Last Name, Full Name, Email, Telephone
Adviser - Name, Email, Telephone, Mobile, Address, Qualification, Image
Company - Company Name
Branding - Business Logo, Business Name, Website URL, Email Disclaimer, Referral Statement, Network Statements, Brand Colours
Product/Case - Provider Name, Follow-up Date, Policy Reference, Mortgage Amount, Term, Property Value, Remortgage Date, Solicitor Name, Property Address
Links - Application URL, Alternative URL, Unsubscribe Link
Content - Note Content (for case notes)
Click Save and exit when you are done.
Editing an Existing Template
Find the template in the templates table.
Click the three-dot menu icon in the Actions column.
Select Edit.
Make your changes in the editor. Your changes are autosaved periodically while you work (every 3 seconds after a change, or every 2 minutes if you are actively editing).
The save status indicator in the top-right shows: Saving..., Changes saved, or Save failed.
Click Save and exit to save and return to the templates list.
Deleting a Template
Click the three-dot menu icon next to the template you want to delete.
Select Delete. (This option is not available for System templates.)
Confirm the deletion in the dialog that appears.
Using Templates When Sending Emails
When you send an email from a case, your campaigns templates will appear in the template dropdown alongside the standard templates. Select a campaigns template to load it into the email composer, where you can preview the email before sending.
Tips & Best Practices
Template names can only contain letters, numbers, spaces, hyphens, and underscores.
Use merge tags to personalise your emails. They will be automatically replaced with the actual client, adviser, and case details when the email is sent.
Your firm's brand colours are automatically available in the colour picker within the editor.
If you navigate away from the editor without saving, you will see a warning message. Your autosaved changes will be preserved for existing templates.
System templates are provided as starting points and cannot be deleted, but they can be edited.
Frequently Asked Questions
Q: Can I use my own images in templates?
A: Yes, you can upload images directly in the email editor using the Image tool.
Q: What happens to merge tags when I send the email?
A: Merge tags are automatically replaced with the actual data (client name, adviser details, etc.) when the email is sent. In the editor, you will see sample data to help you visualise the layout.
Q: Can I undo changes to a template?
A: The editor supports undo/redo. However, once you save and exit, the previous version is overwritten.
Need More Help?
If you need further assistance, contact our support team through the chat widget or email support@smartr365.com.