Message templates let you send the same email to a group of submissions or creators in one click — for example, longlist notifications, rejection emails, or instructions to shortlisted creators. You create templates once in Settings → Message Templates, then trigger them from any project's Submissions view.
Why use message templates?
Most arts organisations send the same emails over and over — confirmations, longlist news, rejections, payment requests. Templates remove the manual copy-and-paste work, give you brand-consistent messaging, and let you send to dozens of creators at once. They also support placeholders like creator first name and project title, so each email feels personal even when it's a bulk send.
How to create a message template
Open Settings → Message Templates.
Click + New Template.
Name your template (for example: 'Shortlist Notification').
Write your subject line and body. Use the merge tags to insert dynamic fields like first name or organisation.
Click Save.
How to send a template
Open the Submissions tab, select one or more submissions, and click With Selected > Compose Message in the toolbar. Choose your template from the dropdown, review the preview, and send. Every recipient receives a personalised version with their own placeholder values filled in.
Templates we recommend setting up first
Submission received — automatic confirmation when a creator submits. This template can be set per project so the creator receives this message by default.
Longlist notification — you've been longlisted, here's what happens next.
Shortlist notification — congratulations, plus next steps or interview details.
Rejection — kind, brief, and signs off cleanly.
Where to go next