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Overview

Email templates are reusable email designs for your team. You build a template once — its subject, layout and the call or contact details it shows — and then pick it in any automation’s Email step instead of writing the email again each time. Templates live under Settings → Email Templates. The tab is headed Email templates: “Start from the latest Voxworks system templates or create team designs. Adding a system template creates an independent team copy.”

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Template Types

Each template has a type, which decides which variables it can use. The picker at the top of the tab filters the list by type: The list shows every template of the selected type, both the Voxworks system templates and your team’s own.

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System Templates and Team Templates

Each template card shows its name, description and subject line, with badges: The buttons on each card depend on the kind of template:
  • Add to team (system templates) — copies the latest version of the system template into your team, where you can edit it. The copy is independent: later changes to the system template don’t change your copy. You’ll see System template added to your team, and the copy opens in the editor.
  • Edit (team templates) — opens the template in the editor.
  • Duplicate (team templates) — makes a second copy to work on (Template duplicated).
  • Make default (team templates that aren’t already the default) — makes this the team default for its type (Default template updated).
  • Delete (the bin icon, team templates) — asks Delete this email template? — “<name> will be permanently removed. Templates linked to an automation cannot be deleted.” — then Delete template.

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Creating and Editing a Template

Click New template to create a template of the type currently selected. It starts from your team default for that type (or the system default if you have none), so you are editing a working design rather than a blank page. The editor, titled Create email template (or Edit <name>), has these fields: Below the fields, a toggle switches between two ways of editing the body:
  • Design — a visual editor. Insert variables from its picker instead of typing them.
  • HTML + preview — the raw HTML on the left with a live preview on the right, for full control of the layout.
Click Save template. A new template shows Email template created; an edited one shows Email template saved.

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Variables

The variables you can insert depend on the template type. Each is written as {{namespace.field}} and filled in when the email is sent. Post-call templates: Post-batch templates: batch.name (Batch name, text, e.g. Spring callbacks), batch.status (Status, text, e.g. completed), batch.completed_at (Completed time, date and time) and batch.summary_section (Batch summary block, HTML). Report templates use report.* variables: report.date (Report date) on the daily types; report.period_label (Reporting period, e.g. 1–7 September 2026) on the weekly, monthly and Other types; report.title (Report title) on Other; and one summary block per type — report.batch_summary_section, report.call_summary_section, report.weekly_summary_section, report.monthly_summary_section or report.content_section.
The HTML blocks are rendered for you — drop one in where you want it and it expands into a formatted section when the email is sent. A value that is missing on a particular call comes out empty.

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Using a Template in an Automation

In an automation, open a Destination step of type Email and choose from the Email template field:
  • Voxworks system templates — picking one adds the latest version to your team as an editable copy, and the step uses that copy.
  • Team templates — your team’s designs; the default is marked — Default.
  • One-off custom email — write the subject and body for this step only.
Only Post-call templates are offered in the Email step. Choosing a template fills the step’s subject and body from it. When you save changes to a team template, Voxworks also updates every automation Email step that uses it, so your automations always send the current design. If an automation was being edited at the same moment, you’ll be asked to save the template again to finish updating it. A template that an automation uses can’t be deleted. See Automation Steps for the rest of the Email step’s fields.

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Next Steps