Templates

Access Saved Templates

1. Go to Marketing > Marketing Email in HubSpot.

2. Click Create email in the top right, select an email type, then click the Drag and drop tab.

3. Saved templates are listed under Saved templates.

Create or Update Templates

1. To create a new template, click Create new template in the top right, name your template, then Create template.

2. When editing, select Update template to save changes.

Organize and Edit Templates

1. Click Manage saved templates in the top right to search, sort, or organize templates.

2. Use the Actions dropdown to:

   • Preview: View the desktop and mobile versions.

   • Edit: Modify the template in the drag-and-drop editor.

   • Clone: Duplicate the template.

   • Delete: Remove the template permanently.

   • Use this template: Start a new email using the template.

HubSpot’s email templates save time by allowing college outreach teams to reuse and personalize standardized content for effective communication with prospective students. Here’s how to access, create, and send emails using templates in HubSpot.

Accessing the Email Tool in the Prospecting Workspace

• Navigation: Go to Workspaces > Prospecting. On the Summary page, select Start X tasks due today (this number adjusts based on your tasks).

• Creating an Email: When an email task appears, select Create an email to open the email composition window.

Using Templates for Efficient Emailing

• Applying Templates

  • Click Templates at the top of the email window to access pre-made email structures, including subject lines and email bodies tailored for common outreach scenarios (e.g., event follow-ups, application reminders).

  • Select a template from the list, and HubSpot will automatically populate the email with placeholder tokens (like [STUDENT NAME]) for quick personalization.

• Creating New Templates

  • Go to Library > Templates > New Template > From Scratch to create a new template. Set a name and short subject line (45 characters or less), then enter and format your email content, adding links, images, and personalization as needed.

  • Save your template once completed.

• Template Access and Limits

  • Free Usage: Users can create and edit up to 3 templates.

  • Paid Usage: Sales/Service Hub Professional, Enterprise, or Starter accounts allow unlimited template creation and editing for users with assigned seats.

Adding Supporting Documents and Scheduling Links

• Documents: Use Documents to attach commonly used materials like program brochures or FAQs, which are sent as links for easy access.

• Meetings: Use the Meetings dropdown to insert proposed meeting times or a scheduling link, enabling prospective students to book an appointment directly.

• Quotes (Optional): Attach tuition estimates or cost breakdowns via the Quotes option, if relevant.

Sending the Email

• Send Options:

  • Click Send to send immediately, or use the dropdown to Send later. Options include “best time within 24 hours,” “best time this week,” “tomorrow,” or a custom time.

• Follow-up Task:

  • Check the box to create a follow-up task within a set number of days to monitor responses or next steps.

Tracking and Managing Engagement

• Email Tracking: HubSpot tracks all emails, notifying you when emails are opened or clicked so you can prioritize follow-ups based on student engagement.

• Real-time Notifications: Receive instant alerts for email opens or clicks, helping you follow up with engaged students at the right time.

Additional Tips for Template Creation and Management

• Template Dashboard: From the top right of the templates dashboard, you can view the total number of templates created in your account.

• Deleting Templates: To delete a template, go to Library > Templates, select the template(s), and delete. Note: Only creators or super admins can delete private templates.

• Placeholder Tokens: Use tokens (instead of curly brackets) to ensure seamless email rendering.

• Using the HubSpot Sales Extension: Create templates directly in Gmail with the Chrome extension, adding convenience for teams using Gmail.

Use HubSpot’s AI assistant to generate initial template drafts, saving time and adding customization opportunities for personalized outreach.

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Setting Up HubSpot’s AI Assistant in Gmail and the Mobile App

• Get Started

  • Install the HubSpot Sales Chrome extension for Gmail or use the HubSpot mobile app on iOS.

  • Access resources in HubSpot’s knowledge base if you need help with setup.

• Creating an Email in Gmail

  • When you start composing an email in Gmail, select Write an email for me to open the AI assistant.

  • Enter Email Details: Fill out the prompts with details about the email you’re sending:

    • Email Type: Choose from options like Introduction email, Cold outreach email, or Follow-up email.

    • What are you selling?: Describe your college program or service.

    • Who are you selling to?: Briefly describe the student profile or prospective student segment.

    • What do you want to communicate?: Provide a summary of the email’s content.

    • Tone: Select one or more options, such as Professional, Helpful, Witty, Formal, or Optimistic.

• Generate and Insert Content

  • Click Generate to create the email content. You can Generate more if the first version doesn’t fit, or Insert content to add the AI-generated text into your email.

Generating and Customizing Content in HubSpot

• Where to Use AI Content Generation

  • AI generation is available in pages, blog posts, knowledge base articles, emails, and CTAs within HubSpot.

  • Highlight existing text in these areas to transform it with options like Rewrite, Expand, Shorten, or Change Tone (e.g., Friendly, Professional, Witty).

• Creating New Content

  • In the editor, type / to access commands like Generate Heading, Generate Paragraph, or Generate Image.

  • Enter specific prompts to guide Copilot in generating content that’s relevant to your audience.

Generating and Managing Sales Emails with AI

• Sales Email Generation

  • For one-to-one emails in the HubSpot Sales Chrome extension or mobile app, enter details about your service, audience, and messaging to generate a professional email.

  • Generate Summaries: On the HubSpot mobile app, you can generate summaries for email threads, providing a quick overview of conversation history for easy follow-up.