Templates

Templates allow users to save standardised templates or responses to speed up replies and share information in a consistent way.

Email templates now support saved subject lines and flexible, team-based sharing, so recurring emails go out faster and more consistently. Instead of retyping subject lines or choosing between org-wide and single-team sharing, you can save a subject with your template and share it with exactly the teams that need it.

💡 Note: Templates shared with at least one team mailbox appear in that team's template list. Templates assigned only to solo inboxes stay private to that user.

When to Use This Feature

Use this feature if you:

• Send the same type of email repeatedly — such as voyage updates, port call notifications, or chartering correspondence — and want the subject line saved with the template
• Manage templates for a specific team, such as ops, chartering, or brokering, and want to share them only with that team instead of the whole organization
• Work in a large organization managing many templates across departments and want to keep your team's library focused and relevant

This feature may be less relevant if:

• You need subject lines that change automatically per recipient or transaction — subject lines are fixed text you can edit manually, not dynamic fields

Creating & Managing Templates

Step 1: Open Manage Templates

Go to Settings > Manage Templates. Click Create Template to start a new one, or Edit next to an existing template to update it.

Step 2: Add a name and subject line

Enter a Name for the template. Optionally, enter a Subject — this auto-populates the email subject line whenever the template is used, though you can still edit it in the draft.

Step 3: Add your template content

Add the body content for your template and any attachments you’d like to include.

Step 4: Assign teams

Use the searchable field to select one or multiple teams to share the template with, or make it available to all teams. You can update these team associations at any time after the template is created.

Step 5: Save the template

Click Save. The template appears in Manage Templates with each associated team and, if one was added, its subject line.

Using Templates in the Composer

Open a message draft, then choose how to insert a template.

Option 1: Click into the body of your message, then + to Insert Template in the dropdown.

Option 2: Use CTRL+Shift+U (or CMD+Shift+ U on a Mac) to open the Insert Template screen directly.

Your cursor lands in the search field automatically. Search by template name or subject line, use the arrow keys to navigate results, and press Enter or Insert Template to select.

The subject line auto-populates if the template has one - edit it before sending if needed.

Troubleshooting & Common Questions

Best Practices & Tips

• Keep template names specific to their use case so your team can find them quickly, especially in larger organisations with many templates
• Add a subject line to any template you send often, to keep messaging consistent across your team
• Review your team's templates periodically and share them only with the teams that need them, rather than defaulting to broader access

Key Benefits

• Faster email creation — Save time by not manually typing or copying a subject line every time
• Less noise, more relevance — Team-based sharing means users only see templates relevant to their work
• Consistent communication — Standardised subject lines keep recurring emails on-brand and easy to recognise

Further Support

Need more help with Email Template Management Improvements? Please raise a ticket with our Support Team.