Saved emails

When to use this

Use saved emails for the messages you write again and again: the thank-you after an enquiry, the invitation to book a consultation, the balance reminder, the note after the wedding. Write each one once, and pick it from the composer whenever you need it. The fields inside it fill in for the client and event you are writing to, so every email still reads as personal.

Saved emails are part of Studio. On Core, Saved emails is not under Business, the compose window and replies have no Saved emails picker, and Settings → Email has no Booking link.

Saved emails are also in early access. We switch them on studio by studio. If you do not see Saved emails under Business, contact us to ask for them.

What you need first

The Studio plan.
The email channel switched on, so your Inbox and the compose window are available.
A client with a contact email address, or an enquiry to reply to.
Optional: your booking link pasted in Settings → Email, so the Booking link field has somewhere to point.

Start with the starter library

The first time you open Business → Saved emails, a card offers the starter library: about twenty emails from the first enquiry to after the day, written in a warm florist voice.

Choose Add the starter library.
The emails appear grouped by category: Enquiry, Consultation, Proposal, Payment, Planning, and After the day.
Open any of them to edit, rename, or delete it. Nothing in the library is locked.

The library is added once. Choosing the card again adds nothing new. On Studio with the client hub, the library also has Welcome, with your client hub link.

Write or edit a saved email

Business → Saved emails opens a workspace with three panes: your emails on the left, the email you are writing in the middle, and a preview on the right. The settings menu steps aside; Business at the top left takes you back. The top of the page says how many emails you have and how many you have used.

The list groups your emails by category. Each email shows an icon for its category, its subject with any fields as small chips, and how often you used it, such as “not used yet” or “used once”.

Pick an email on the left, or choose New email. Search by name or subject when the list is long.
Give it a name (what you see in the picker) and a category. They sit at the top of the email. Under them, To reminds you that the email goes to the client when you send it.
Write the subject. Choose Add field to drop a field into it.
Write the message. Choose Insert field in the toolbar to add a field where a detail changes per client, such as their first names, the event date, or the balance due date.
Choose Save email (Save changes on an email you already have). Cancel throws away unsaved changes after asking; switching to another email or leaving with unsaved changes asks first too.

Fields show as small blue chips in the subject and the message. Each one is filled in when you send, using the client, the event, your studio details, and your signature.

See it as a client will

The Preview as list on the right holds the events from your board. Pick one and the preview fills the fields for that client and event as you type. The preview looks like the message your client receives when you send it yourself from the compose window: from your studio, to the client you picked, with the subject, the message, and your signature where the email puts it. A pasted signature goes under the message. A typed signature fills the Your signature field, or goes under the message when the email has no such field. Under the preview, Fields in this email says how many fields are filled and lists every field the email uses, where its value comes from, and Filled, No value, or Filled when you send for that event. On a narrow screen the list and the editor show one at a time, and Write and Preview switch between the email and its preview.

On a phone, an email opens on its own, at its top. ‹ Saved emails above the email name takes you back to the list, and asks first if you have unsaved changes. The subject gets the full width, and Add field sits above it, next to the Subject label.

The fields you can use

Group	Fields
Client	First names, Full names, Email, Phone, Address
Event	Event name, Event date, Weekday, Weeks until the event, Venue, Client estimate (with the price guide)
Money	Deposit amount, Deposit due date, Balance amount, Balance due date
Links	Pay link, Proposal link, Booking link, Client hub link, Form link (the form being sent, or one of your forms by name)
Studio	Studio name, Studio phone, Your signature

Phone comes from the client’s contact person: the contact the email goes to, or else their main contact. Address is the client’s mailing address from their details, one part per line. The country is left out when it is your studio’s own country.

The Client hub link is part of Studio. It shows in Add field once the client hub is on for your studio, and fills in with the event’s hub link. On Core it has no value, so remove it before you send. See Client hub.

Link to one of your forms

In the message, Insert field → Form link offers two choices.

The form being sent adds the plain Form link. Use it in an email you send with Send a form, or in an automation’s Send a form step: it fills in with that form’s link. Anywhere else, it fills in with the event’s newest open form.
Under Your forms, pick a form by name, for example Wedding brief link. The chip reads with the form’s name.

A link to a form you picked by name is never filled in the preview or the composer. The chip stays, and the preview marks it Filled when you send. Sending the email does not wait for it. When the email goes out, the link points at the client’s open copy of that form on the event: sent, not yet sent back, and not expired or cancelled. If they have none, the form is sent to the event first, as Send a form sends it, and shows in the event’s Forms section as sent. The client gets no second email for it, and one email never gives them two copies of the same form.

The form needs an event. In an enquiry reply, accept the enquiry first. In the Inbox, start the email from the event.
In an email that goes out with Send a form, a link to that same form is its Form link. A link to another form is filled on its own, as above.
The subject’s Add field offers the plain Form link only.

Pick a saved email in the composer

Start an email from the Inbox, from an event’s email panel, or from an enquiry, or reply inside a conversation.
Choose Saved emails and pick one. Search by name if the list is long.
The subject and message fill in with the client’s details.
Read it through, change anything you like, and send as usual.

When a field has no value

If a field cannot be filled in, the email is not sent with a gap. The chip stays in the message with a dashed amber outline, and a notice above Send names each field and says where its value comes from, for example “Proposal link: points at the event’s latest sent proposal. Send a proposal to fill it.” or “Your signature: set your signature on Settings → Email.”

Remove the chip from the message to send without it. Select the × on the chip, or delete it like a word.
Or fill in the missing detail where the notice says it lives: on the event, on its proposal or invoice, on the client, or in Settings. Fields that live in Settings carry a link straight there. Phone and Address link to the client’s details.

Send stays off until every field has a value or has been removed.

A link to a form you picked by name does not stop Send. Under the message, a note says it is filled when you send. If that form was archived since, the email is not sent. The notice names the form, for example “Wedding brief link: The Wedding brief form is archived. Pick another form, or remove this field.” An automation step holds its email the same way, until you edit it.

Rewrite an email in your voice

Once your brand voice is set up (Business → Brand voice), any saved email can be rewritten to sound like you.

One email: open it and choose Rewrite in my voice. The preview on the right becomes In your voice: the rewritten email as the chosen client will receive it, with a note of how much changed, while your own text stays in the editor. Use this puts the rewrite in the editor; nothing changes until you save. Keep mine puts the preview back.
The whole library: on Business → Brand voice, choose Rewrite my saved emails, tick the emails you want, and accept or keep each one. Only what you accept is saved.

If the voice is not ready yet, the rewrite says so and points you to Brand voice. A rewrite that would lose or change a field is set aside and your original stays.

Add your booking link

The Booking link field points at the page where clients book a call with you, whichever booking tool you use.

Go to Settings → Email and find Booking link.
Paste the full address, starting with https://.
Choose Save booking link.

Every saved email that uses the Booking link field now fills it in.

Ask the assistant

On Studio, the assistant can find, read, write and change saved emails from the chat. Every member can ask, staff included, as on this page.

Find and read: ask “which saved emails do I have for payments?” or “what does my thank-you email say?”. It says where each email is used: by an automation, by a task list, and how many times you sent it.
Write: ask for a new email, for example “write an email that thanks a couple after the wedding”. It writes in your brand voice when you have one, uses the fields above, and ends with Your signature. It files the email under Enquiry unless you name another category. When you already have an email that is close, it says where that email is used and asks whether to change it or write a new one.
Change: ask it to change the category, the subject or the message, or whether automatic steps may send the email without your OK.

In the chat, a field shows as its name in brackets, for example [First names]. A link to one of your forms shows as the form’s name and “link”, for example [Wedding brief link], and the assistant can write it the same way. The email saves with the same fields you add with Insert field, so they fill in when you send. The assistant refuses a field it does not know. It never saves one as plain text that your client could read.

The assistant writes plain paragraphs. For an email with links, bold text or lists, it does not change the message. It says “This email has links or formatting I cannot keep. Change it in Saved emails.”

A new email, and a change to an email that no automation sends, happen at once with Undo. A change to an email an automation sends asks first on a card. The card says which automations send it and shows the new subject and message, and Save email saves it. A step that waits for your OK shows the new words when you open it. Renaming and deleting stay here: to rename or delete an email, or to use Rewrite in my voice, open it here.

On Studio, ask the assistant to email a client with one of your saved emails, for example “send the Thanks for your enquiry email to the Harts”. It fills in the fields for that client and event, tells you any it cannot fill, and shows you the email on a card before it sends. An email with a link to a form you picked by name goes from the compose window, not from the chat. On Core, the assistant says saved emails are part of Studio, and it can still write the email with you.