1Navigate to Templates in HelloSend
- Open HelloSend and go to Settings.
- Click on Templates.
- Select Add Template to start building your message.
2Enter Template Details
-
Template Name (Friendly name):
Assign a relevant name for easy identification.
-
Choose Visibility:
- Team – Share the template with your team for uniform messaging.
- Private – Keep it for individual use.
-
Select Module:
Choose the CRM module (Leads, Deals, Contacts, etc.) where this template will be used.
-
Field Mapping:
All available fields from the selected module will be listed for personalization.
3Compose Your Personalized Message
The Template Message section allows you to create a reusable message and customize how it will appear when sent to customers. In addition to entering the message text, you can personalize the content using CRM fields, adjust the tone, add attachments and emojis, and include voice messages when required.
These options help you create templates for different purposes, such as sales follow-ups, customer support responses, appointment reminders, payment notifications, promotional messages, and general customer communication.
Message Options
- Enter Your Message – Type the main content of your template in the message area. Keep the message clear and relevant to the purpose of the communication. Since the template can be reused multiple times, avoid adding customer-specific information manually when it can be inserted using dynamic CRM fields .
- Add Dynamic Fields – Personalize your template using fields from the selected CRM module . For example, you can insert the customer's first name, company name, appointment date, deal information, or other available CRM details. When the template is used, HelloSend automatically replaces the field placeholder with the corresponding information from the selected CRM record. Always preview the message to make sure the required CRM fields contain valid information.
- Set Message Tone – Use the message tone option to adjust how your message is communicated. Choose a tone that matches the purpose of the conversation and your relationship with the customer. For example, customer-support replies may require a helpful and reassuring tone , while sales follow-ups may use a friendly and engaging tone . Review the updated message before saving to make sure the wording accurately represents your intended meaning and brand voice.
- Attach Documents or Files – Add supporting files directly to the template when the recipient needs additional information. Attachments can be useful for sharing invoices, quotations, brochures, product information, instructions, forms, guides, or other relevant documents . Before saving the template, confirm that the correct file has been attached and that it is appropriate for the messaging channel you plan to use.
- Add Emojis – Use the emoji option to make messages more expressive, friendly, and conversational. Emojis can help communicate emotion or highlight important parts of a message, particularly for greetings, confirmations, reminders, and promotional communication . Use them appropriately and avoid adding too many emojis to professional or important customer messages.
- Attach Voice Messages – Add a voice message when spoken communication would be more useful than text alone. Voice messages can be helpful for providing detailed explanations, personalized greetings, instructions, follow-ups, or information that may be easier to communicate verbally. Before saving, review the voice message and make sure the recording is clear and relevant to the template.
- Preview the Complete Message – Before saving your template, review the complete message to verify the wording, tone, dynamic fields, emojis, attachments, and voice content . This helps prevent incorrect information or missing content from being reused in future conversations.
- Save the Template – Once the message is ready, click Add to save the template. The saved template can then be selected whenever you need to send the same or similar message, reducing repetitive typing while maintaining consistent communication.
Note: Some message options, attachments, or media types may vary depending on the messaging channel and connected provider . Make sure the content included in your template is supported by the channel you intend to use.
- Type your message in the editor.
- Use dynamic placeholders (CRM fields) to insert contact-specific details automatically.
Example 1:
Instead of: Hello, Flash Sale! Our End of the year sale is live. Avail 50% OFF! Ends in 24 hrs. Shop Now!
Use: Hello {{ person.first_Name }} {{ person.last_name }} , Flash Sale! Our End of the year sale is live. Avail 50% OFF! Ends in 24 hrs. Shop Now!
- Click on a field to insert it as {{ field_name }} in the message body.
- Click Add to store the template.
4Preview and Send a Test Message
- Go to Inbox in HelloSend.
- Choose the inbox contact.
- Select the newly created template.
- Enter a test recipient number and send a sample message.
5Using Templates for Personalized Messaging
Your saved templates can be applied across different messaging channels:
- One-on-One Messaging: Use templates while chatting with individual contacts for quick replies, follow-ups, or confirmations.
- Campaigns & Bulk Messaging: Send personalized SMS/MMS campaigns using pre-defined templates with dynamic fields.
- Automations & Workflow Messages: Trigger automated messages when specific CRM actions occur, such as new lead creation or status updates.
- Reminders & Notifications: Schedule messages for payment reminders, appointment confirmations, or customer follow-ups.
Conclusion
HelloSend's Templates feature empowers teams and individuals to streamline their communication by creating reusable, personalized messages tailored to each contact. Whether you're engaging in one-on-one chats, running automated workflows, or managing large-scale campaigns, templates ensure consistency, accuracy, and a personal touch in every message. By leveraging dynamic CRM fields, you not only save time but also enhance the effectiveness of your outreach. Start using HelloSend templates today to transform your messaging into a more efficient, automated, and personalized experience.
Benefits of Using Templates in HelloSend
- ⏳ Boost Efficiency – Avoid repetitive typing with pre-set messages.
- 🎯 Improve Accuracy – Minimize mistakes with structured messaging.
- 💬 Enhance Personalization – Dynamic fields ensure tailored communication.
- 🤖 Automate with Ease – Integrate seamlessly into your CRM workflows.
🎉 Streamline your messaging with HelloSend templates today! 🚀
