Email templates

Currently when you are sending an email, you can choose previously sent email as a draft:

This is a great feature, but has some limitations:

• If there are lots of emails send, it gets very busy and it is difficult to find correct email
• It's not supported by templates, since copying sent emails needs to copy the admins also (the sender)

It would be great, if Workspace Settings => Emails would have one more tab "Email templates", where you could write new email templates, without the need to send them. It would be just the subject and message fields. These templates would then be available in the same modal view where you can choose the "Scheduled emails" or "Sent emails" as a draft (see above screenshot).

It would be really good if emails (and their templates) could also use images in the emails. Templates + images would have wide use cases in my mind. 

Kopioimme samoja työtiloja useasti. Kopioitavia työtiloja on useita. Emme voi hyödyntää templaitteja, koska sähköposteja ei ole mahdollisuus lisätä näihin.

How is this coming along as I would love to set up email templates for my organisation.

Hi Leigh

Unfortunately this item is still under consideration. I hope we get into these smaller quality of life improvements in our upcoming cycles.

Today I heard the request for this. At least about the possibility to add images to mails send from Howspace 

Any update or chance?

No decisions yet, but we recently discussed this and we try to find a good schedule for this one.

Maybe above covers this, but just in case, I have received requests to be able to
include email templates in the workspace templates.

Use case:
An organisation specializing in professional education for business, management, and digital skills, offering courses and programs for individuals and companies. They run both one off tailored trainings, but also recurring training programs.
 
The reason the templates do not work optimally for them at the moment, but instead they need to keep opening archived workspace to duplicate them, is that when duplicating a workspace you can get the emails sent into the new workspace as drafts. Sending emails in their programs is a huge time consuming adminitrative task, where proper templates for different purposes in the actual workspace templates available would save them a lot of time and hustle.

We have discussed the possibility to adapt the standard email templates, but as they are not able to adapt the names of them, and those emails show up as default templates in very specific places in Howspace, it is not a good solution.
 
Curious to hear if this has been discussed further and what the status is at the moment?

Proper email templates would solve that issue for sure Maija!

Also some help coming through workspace automation, where you can attach certain emails to different triggers.

Unfortunately not yet update on schedule about the proper email templates.

Additional use case for email templates:
Centralized communication for large-scale organizations

One of the largest trade unions in Scandinavia is running its regional Collective Bargaining Conferences via Howspace. To ensure a high-quality, on-brand, and accessible experience, the central team provides a workspace template for admins in nearly 20 regions to use.

To standardize communication and reduce the manual burden on regional admins, the central team has developed a sequence of five essential emails:

• Reminder for those who haven't visited yet.
• Eve of the conference update.
• One hour before the start.
• Post-event "Thank you."
• Final call for contributions before the workspace closes.

Current workarounds and their friction points:

Because native email templates are not currently supported in workspace templates, the team evaluated three workarounds:

1. Duplicating "Sent Emails" as drafts: While this copies the content, it also populates the original sender’s details. This creates a high risk of incorrect contact information being sent to thousands of members across different regions.

2. Manual copy-paste: Copying from external documents often brings over hidden HTML/CSS code, leading to formatting issues (e.g., collapsed paragraphs) that cause frustration for regional admins.

3. Pre-sending emails in every regional workspace (the method they have decided to use): A central admin currently manually sends these 5 emails to themselves within each of the almost 20 regional workspaces just to populate the "Sent" folder. This allows regional admins to "Use as Draft," which correctly clears the sender field, but this is incredibly time-consuming and tedious for the central team.

Why email templates would be a great solution: If email templates could be built directly into a Workspace Template, all of this manual labor would be eliminated. It would allow the central team to provide a 'plug-and-play' experience for the regions, ensuring professional communication while saving hours of administrative work.

Being able to build complete workspace templates, including communication/email templates, would allow the organisation to truly scale their impact. It would ensure that as usage grows across the country, they never lose control over the quality or consistency of the experience presented to their members.