Hey HubSpotters today I'm going to tell you about one of my favorite tools in
the HubSpot CRM and that is the templates tool. I use it all the time as
I'm emailing prospects and customers and it saves me a ton of time. So just like
it sounds basically what it is is it allows you to create templates that you
can use in your emails so let's be honest most of the emails that we create
are just variations on one of several messages and a lot of us are copy
pasting or writing the same messages over and over again templates allows you
to avoid having to do that so once you have the templates set up it's really
easy to use them so I'll run through that just super quick and then we'll go
into how to get your first template set up so if you're inside a contact record
here and want to send out an email to them using a template all you have to do
is click on this templates button up at the top I'll just choose this first
template we have here and it's going to pre populate all of that template text
in this email you can customize it any way you want so if you wanted to change
the subject line you could do that you can see I've got a personalization token
built in there so my first name or the first name of the contact automatically
populates this happens to my first name and since we're using my record here and
this is a bout this is a email that we send out before a meeting after we get
one scheduled so we do have a time slot here that we would need to put in every
time we send this out so I type in the time of the meeting if I need to make
any changes to the agenda I could do that here
and then once I'm ready I just hit Send and it'll send this email so much
quicker than having to copy/paste this from a template that I have in a Google
Doc or something like that and definitely quicker than having to type
this same message every time since we do the same type of email to almost all of
our contacts that schedule these types of meetings so how do you set it up the
best part is that this is available regardless of which HubSpot CRM you're
using so even on the free version you get five free templates that you can set
up and use anytime if you are paying for the house bought starter version or this
HubSpot professional sales professional version you get up to a thousand
templates per user so pretty much unlimited
I guess you could potentially hit that limit if you are sending a ton of emails
or creating a ton of templates so how you set them up is pretty easy I'm going
to bounce over to our test portal our test portal uses the sales free version
so you'll get to see exactly what that looks like if you're on that free
version I'll bounce back to our portal here in a minute so you can see what it
looks like if you have the starter or a professional version and I want to use
much many more templates than just that limit of 5 so the first thing you want
to do is make sure you're on the sales screen so if you have HubSpot marketing
you may have this drop-down up here you want to make sure this says sales in the
top left hand corner and then once you're in sales you're gonna go to sales
tools and templates load here so if it's the first template you're creating this
is gonna be the screen you see you'll have a video to walk you through ads if
you want to watch it or if this video does the same thing so you're gonna hit
create my first template here and any time you create a template you're gonna
have a couple options so you can either choose from a library of templates that
HubSpot already has graded or you can do one from a blank canvas so I'm gonna
show you both here we're going to start with a template that HubSpot has already
created and so you can see they've got all kinds of templates on the left you
can hover over one and it's going to show you exactly what that template
looks like over here on the right so I'm just gonna pick this share a helpful
resource one it's save and it's gonna populate that in my list of templates
here so if you want to make any edits to it all you have to do is click on the
name of the template and it's gonna pop up this screen if I had selected at the
beginning to create a template from scratch then this is the screen that
would show up also it's gonna look exactly the same it's just not going to
be populated with the text from the template so a couple things on this
screen that you'll notice first you have the name so that's going to be the
internal name don't worry nobody's gonna see this
except for people inside your company so you can name this whatever you want I
recommend having some sort of naming convention especially if you're going to
use a lot of templates so maybe name them by persona or use
case whatever works for you just make sure you
kind of a standard way to name them so it's much easier to find the template
you're looking for when you're ready to send it next you've got this subject so
you can see this first thing here is what we call a personalization token so
this one is going to populate in the first name of the contact whichever
contact you're sending to writes here if you want to add any other
personalization tokens anywhere in the text then the subject or the body you
can do that all you have to do is click on one of these down here so let's say
we wanted the company name in there somewhere we could click company token
search for the name and it would populate the name of the company that's
associated with that contact record and you can assign default values and things
like that so if there isn't that value in the contact record it'll populate
either you know do a blank space or like we do high contact first name a lot so
our default isn't there so it goes too high there for some reason we don't know
the contacts first name so the next thing you've got there is the email body
so type in wherever you want you can see that this template uses capital letters
with brackets for any time that you would need to edit the template so this
template is to help people send helpful resources to their prospects but that
resource the actual resource itself is probably going to change freeze prospect
right so that's why they have these in here so when you load up that template
you just edit that text quickly and hit Send so if I make any changes you can
make any changes here and then hit save and we have our first template once you
have a your first template it's going to look like this it'll say one out of five
if you're on the starter version or if you're on the free version you can
create a new template right up here and again you've got those two options so
from scratch or from a template library that was that library that we looked at
at the beginning there and then if you've got multiple users on your
accounts I don't recommend this if you using the free version or if you've got
users using the free version in your portal but if you're if everybody's on
sale starter or sales professional you can share these templates if you have
multiple users so that everybody in your company
has access to it and that's super helpful that's what we do in our inside
our company so that's how you create them I'm going to show you just real
quickly kind of how we use them for our company a couple use cases so this is
our portal so you can see we have pages and pages of templates I've seen people
have many more but this is kind of what we've got so far so you can see you can
organize them by folders so we've got templates that we just use after we sign
in new clients got templates that we use you know this was a camp a cold email
campaign we were running for b2b software companies we've got some that
aren't in folders this was that one that I used the beginning so that connect
call agenda that I was sending out but just like I showed you even those more
templates here you can click on any one of these and edit them you can see kind
of what our naming convention is here so any persona this is a break up email for
a cold email sequence so that's the use case this is a little bit about it's
version number and then a date that's probably a little bit more robust than
you need we've actually got have toned back our naming convention this was kind
of what we use when we first started using HubSpot templates but you can see
even though we're using the professional sales professional version it looks
exactly the same as the sales starter so that is all there is to it hopefully you
can get some templates created and save yourself a ton of time or your
salespeople it's all the time happy HubSpotting!