How to create Discussion Email Templates

Discussion Email Templates are templated email messages that you can quickly send to your guests in Tripleseat. Taking the time to set up frequently used verbiage in Settings will save your team time and standardize your brand voice.

GROUP-WIDE TEMPLATES
Discussion Email Templates can be managed from Settings > Discussion Email Templates. Critically important on this page are the section headers. See how there are headers for General Event Templates, General Booking Templates, Lead Templates, etc.? That refers to when in the planning lifecycle that email will be available to send. If you create a template under the General Events section, that will not be available from the Lead or Booking level for example. That is why it is important to add new Email Templates to the correct section on the page.

Another thing to consider - Email Templates can be shared across multiple locations, or limited to just one. If you choose to share across locations, you can use Merge fields to autofill data from elsewhere on the lead, event, booking, or from elsewhere in your site. This can help reduce the number of templates you require overall and keep your site streamlined and organized.

To create a new email template:

1. Go to Settings > Discussion Email Templates.
   
   
2. In the appropriate section, click Add Template.
   
   
   
   
3. Give the Email Template a name and select which Locations it should be available for.
   
   
   
   
4. You may opt to “Include this Email in Guest(s)’ Response” or Allow Email Signature.
   
   
5. You can customize the subject line as desired, and enter the body content. Some tips for crafting strong templates:
   
   a) Utilize Merge fields. Merge fields are a way to auto-pull data from elsewhere in Tripleseat to save you time. These can autofill the Guest’s name, the date of the event, the time, et cetera. To add Merge fields to your Email Template, right-click and select from the field folders. Please consider when you will send this email when selecting the fields. If you are creating a Lead Email Template, be sure to choose from the Lead Fields folder, and if you are creating a Booking Email Template, be sure to choose from the Booking Fields folder.
   
   b) Apply all styling within Tripleseat. Either type your email manually into the Body, or if you choose to copy and paste from outside of Tripleseat, be sure to follow the instructions in this article. If you do not, your text may look disjointed when you go to send it.
   
   
   
   
6. Click Save. This email will now be available at the defined locations in the section you selected.

PERSONAL EMAIL TEMPLATES
You may also configure Email Templates that are only available to you. Unlike the ones configured in Settings, Email Templates set up in My Profile are not shared with other users. You may prefer to create a template here as opposed to in Settings if you have a personalized introductory email that includes info about your background and skillset. However, best practice is to craft the majority of templates in Settings. That way they may be shared across the whole team and will remain available even if individual team members turn over over the years.

To create a personal Email Template, you should:

1. Go to My Profile either by clicking on your name at the top of your page or by clicking My Profile in your left sidebar.
   
   
2. Click Email Templates.
   
   
3. Click Add Template in the appropriate section.
   
   
   
   
4. You may opt to “Include this Email in Guest(s)’ response” or Allow Email Signature.
   
   
5. You can customize the subject line as desired, and enter the body content. Some tips for crafting strong templates:
   
   a) Utilize Merge fields. (See 5a in the workflow above.)
   b) Apply all styling within Tripleseat. (See 5b in the workflow above.)
   
   
   
   
6. Click Save. This email will now be available at the defined locations in the section you selected.

Pro Tips: You can utilize the toolbar to add additional features to your template, such as inserting a picture of your venue from your File Library! If you are asking a list of questions, be sure to select 'Include this Email in Guest(s) response' too!