Communication is at the heart of managing submissions effectively. Message templates provide a powerful way to standardise your communications while saving time and ensuring consistency. This guide will walk you through creating and using message templates in the platform.
Understanding Message Templates
Message templates are pre-written email messages that you can reuse when communicating with creators. Think of them as reusable patterns that help you maintain consistency in your communications while reducing the time spent crafting individual messages.
Benefits of Using Templates
Message templates offer several advantages:
Time Efficiency: Instead of writing similar emails repeatedly, you can select a template and make minor adjustments as needed.
Consistency: Templates ensure all team members communicate with a consistent tone, style, and messaging that aligns with your organisation's voice.
Personalisation: Despite being pre-written, templates can include personalisation through merge tags that automatically insert Creator-specific information.
Reduced Errors: Pre-approved templates minimise the risk of sending communications with mistakes or inappropriate content.
Streamlined Workflow: Templates make it easier to respond quickly to submissions, keeping your process moving smoothly.
Creating Message Templates
To create message templates that your team can use throughout the platform, follow these steps:
Accessing the Templates Section
Navigate to Organisation Settings in the main navigation
Select the Messages tab
You'll see an overview of your existing templates (if any)
Adding a New Template
Click the Add a new template button
A template creation form will appear
Writing Your Template
Name Your Template: Give your template a descriptive name that indicates its purpose (e.g., "Submission Accepted" or "Additional Information Request")
Set the Subject Line: Create a clear, concise subject line for the email
Write the Message Body: Compose the content of your email template
Add Personalisation with Merge Tags: Enhance your templates with personalisation by adding merge tags that will automatically populate with Creator-specific information. Here's a list of all the available tags - to use one of these, select the key (/) and then start writing the name of the tag.
Review Your Template: Ensure the template reads well and includes all necessary information
Save the Template: Click the "Save template" button to store your template for future use
Using Templates When Sending Messages
Once you've created templates, you can use them when sending messages to Creators:
When Composing a New Message
Navigate to the Messages section or to a specific Creator's submission
Click Compose Message
Select Templates to get a drop down of all the stored templates and choose the applicable template.
The subject line and message body will automatically populate with the template content. Make any additional changes directly in the message.
Personalisation merge tags will be replaced with the specific Creator's information
Review the pre-populated message and make any necessary adjustments or additions
Send the message
Best Practices for Message Templates
To get the most out of message templates:
Create Templates for Common Scenarios: Identify the messages you send most frequently and create templates for them
Keep Language Clear and Professional: Use straightforward language that reflects your organisation's voice
Include All Necessary Information: Ensure templates contain all the details a Creator might need
Update Templates Regularly: Review and update your templates periodically to keep them current
Test Before Implementing: Send test messages to ensure merge tags work correctly and the format appears as expected. Create a submission with your own email address to test this.
Create Variations When Needed: Develop slight variations of templates for different contexts or project types
Organisation Logo - Please note that if you already have a logo added in the Organisation settings, do not add one as a merge tag or both will appear in the email sent.
By following these guidelines, you'll be able to create effective message templates that streamline your communication process while maintaining a professional and consistent approach in all your interactions with Creators.