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.

4. 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 & 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.

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