Email Templates

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Neptune CRM Location: Side Nav -> Templates -> Email

Email templates are Neptune’s current system for saving reusable email content. Modern email templates let you prepare subject lines, reusable content blocks, branding, and default file attachments so your team can send consistent emails faster.

If your account still has older templates, Neptune shows them in a separate Legacy templates tab. You can still use them, but new templates and edits should use the modern template system.

What modern email templates can do

  • Save a reusable subject line and email body.
  • Use rich content blocks such as paragraphs, bullet lists, images, callouts, buttons, and dividers.
  • Personalise emails with customer and contact details.
  • Set a default email style such as Plain or Branded.
  • Set whether the sender signature should be included by default.
  • Pre-attach brochures so they are ready when the template is used.

Before you start

  • Upload your organisation logo if you want to use the Branded email style.
  • Upload any brochures or files you want to include by default. See Files.
  • Decide whether the template should be Public for your organisation or Private for your own use.

Create a modern email template

  1. Open Templates from the Side Nav.
  2. Choose Email.
  3. Click New template.
  4. Build the email content using the editor.
  5. Enter a template Name.
  6. Enter the default Subject.
  7. Choose the Design style:
    • Plain for a simple email layout.
    • Branded for a styled email that uses your organisation logo.
  8. Choose whether Include sender signature should be on by default.
  9. Set the template Visibility to Private or Public.
  10. Select any Brochures you want automatically attached.
  11. Click Preview to check the final result.
  12. Click Save.

Personalise your templates

Modern email templates support tokens that fill in customer and contact details when the email is used.

Common examples include:

  • {{customerName}}
  • {{contactFirstName}}
  • {{contactLastName}}
  • {{contactName}}
  • {{contactEmail}}

Some specialised tokens only work in specific workflows. For example, proposal or contract links are not suitable for sequence emails.

Design and branding

  • Plain works for every account.
  • Branded is available when your organisation has a logo uploaded.
  • Branded emails use your organisation styling when the email is rendered.
  • You can set a default signature rule on the template, and the sender can still change it when previewing a single email before sending.

Attach brochures by default

The Brochures field lets you attach files to the template so they are already selected when someone uses it.

This is useful for:

  • welcome packs
  • product information
  • brochures and guides
  • frequently sent PDF documents

When someone uses the template in the email composer, they can still add or remove attachments before sending.

Manage existing templates

On the Email templates page, you can:

  • see the template name, visibility, creator, and created date
  • click a template name to edit it
  • delete a template you are allowed to manage

Use Private when the template should only be visible to you. Use Public when the template should be available across your organisation.

Access to templates can also depend on the user’s role. See User Roles & Permissions.

Use a template when sending an email

When you open an email composer in Neptune:

  1. Select the recipient.
  2. Choose a template from the Template picker.
  3. Neptune fills in the template content and subject.
  4. If the template includes brochures, Neptune pre-selects them for the email.
  5. Preview the email before sending.
  6. If needed, adjust the email style or signature for that one email.

If your account still has legacy templates, the picker may let you choose between Modern and Legacy templates. Modern templates are the recommended option.

Use modern templates in sequences

Sequences use modern email templates for email steps.

When a template is used in a sequence:

  • the email is sent to the record’s primary contact
  • changes to the template affect future sequence emails
  • templates with unsupported sequence tokens cannot be selected

If you are setting up sequence emails, see Sequences.

Legacy templates and migration

If older email templates still exist in your account:

  • Neptune shows them in the Legacy templates tab.
  • Legacy templates are read-only.
  • You can still use them when composing emails.
  • Use Migrate to turn a legacy template into a modern template draft that you can edit and save.

Common questions

  • Why can’t I choose the Branded style? Upload an organisation logo first.
  • Why can’t other users see my template? It may be saved as Private.
  • Why can’t I edit an old template? It is probably a legacy template. Use Migrate to create a modern version.
  • Why doesn’t my template appear in a sequence? Sequences only use modern templates, and templates with unsupported sequence tokens cannot be selected.
  • Why are my default attachments missing? Check that the brochures still exist and are still selected on the template.