What's an Email Template?

In this article, we'll walk through:

• The benefits of using Email Templates
• The abilities and limitations of Email Templates
• Using the feature in Workshop

After reading this article, you will:

• Understand how Email Templates work
• Understand how your program can benefit from templates
• Understand how to use the feature in Workshop

Email Template basics

The Email Template feature in Workshop offers the ability to create predefined email messages to send to patients. Build templates for the emails frequently sent within your program, to standardize their messaging and reduce the amount of time coaches spend authoring these messages. Email Templates also provide the ability to send Assessments directly to patients.

Once templates are published to your live environment, they’re accessible in the Patient Profile when sending a new email. Coaches make their selection using the template menu, and can then edit the predefined content before sending the email to patients.

Email Templates in Workshop

Create a template in Workshop by naming it, adding the email’s subject, and authoring the message text of the email. Insert “variables” into that message, if and where appropriate, and add Assessments to send them directly to patients.

Important note: Emails won't send if they haven't been enabled on the Action Bar in Workshop.

More about variables

“Variables” are placeholder displays that automatically populate with the dynamic data they represent, whenever the template is triggered. The data that appears in place of the variable code is automated based on the context of the template.

For example, if you paste the {{patient_first_name}} variable code after “Hello” in the template body, and send an email to Smokey Bear using that template, it would read “Hello Smokey.”

Currently, Email Template variables include:

• Patient names
• Coach names
• Assessments
• Appointment data

Important Note: You must first create Appointment Prompts to use appointment-related variables. 

Send Assessments to patients

Add Assessment variables to Email Templates to send them directly to patients. When that template is used, a unique URL for the Assessment is generated and linked from the email.  Only Assessments that have “Coaches and patients” designated as the recipient will appear as options for adding to templates.

Organize your templates

From the Email Template feature in Workshop, you can create folders to better organize these templates in the Coach Portal.

We recommend: Create folders to group the recurring emails in your program, according to topic or sequence of the patient journey.

For example, if new patients receive a “Welcome Email,” “New Patient Survey” email, and “Coach Follow-up” email in the first week in the program, create a folder named “New Patient Emails.”

Important note: Currently, folders cannot be edited or deleted from Workshop.

Here are some additional resources:

• Create an Email Template
• What are Assessments?
• What are Appointment Prompts?