> ## Documentation Index > Fetch the complete documentation index at: https://docs.voxworks.ai/llms.txt > Use this file to discover all available pages before exploring further. # Email Templates > Build reusable email designs for your team — start from a Voxworks system template or design your own, insert call and contact variables, set a team default, and use the templates in automation Email steps. ## 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."* *** ## 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: | Type | What it's for | | ---------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | | **Post-call** | An email about one call — the call summary, transcript, collected data and the contact's details. These are the templates automation Email steps use. | | **Post-batch** | A summary email when a batch finishes. | | **Daily batch update** | A daily roll-up of batch progress. | | **Daily call update** | A daily roll-up of calls. | | **Weekly update** | A weekly summary. | | **Monthly update** | A monthly summary. | | **Other** | Any other report. | The list shows every template of the selected type, both the Voxworks system templates and your team's own. *** ## System Templates and Team Templates Each template card shows its name, description and subject line, with badges: | Badge | Meaning | | ------------------- | ------------------------------------------------------------------------ | | **System template** | A design provided by Voxworks. You can't edit it directly. | | **System default** | The Voxworks design used for this type when your team hasn't chosen one. | | **Team default** | Your team's chosen design for this type. | | **Forked** | A team template that started as a copy of another template. | 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?** — *"\ will be permanently removed. Templates linked to an automation cannot be deleted."* — then **Delete template**. *** ## 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 \**), has these fields: | Field | Description | | --------------- | --------------------------------------------------------------------------------------------------------- | | **Name** | Required. For example *Operations call summary*. Saving without one shows *Add a template name*. | | **Subject** | The email subject. It can include variables — the placeholder reads *Email subject with `{{variables}}`*. | | **Description** | *"When should the team use this template?"* — a note for your team, shown on the template card. | 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*. ### 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:** | Variable | Picker label | Type | Example | | ------------------------------ | --------------------- | ---------------- | ---------------------------------------------- | | `call.actual_time` | Call time | date and time | 25 Sep 2026, 2:14 pm AEST | | `call.call_summary` | Call summary | text | *The caller booked a service for Tuesday…* | | `call.duration` | Duration | number (seconds) | `184` | | `call.end_reason` | End reason | text (code) | `user_hangup` | | `call.status` | Status | text | `completed` | | `call.objectives_section` | Objectives block | HTML block | The call's objectives and whether each was met | | `call.structured_data_section` | Data collection block | HTML block | The fields collected on the call | | `call.transcript_section` | Transcript block | HTML block | The conversation as chat bubbles | | `contact.first_name` | First name | text | `Sam` | | `contact.last_name` | Last name | text | `Lee` | | `contact.full_name` | Full name | text | `Sam Lee` | | `contact.phone_number` | Phone number | text | `+61412345678` | | `contact.email` | Email | text | `sam@example.com` | **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. *** ## 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](/automations/steps#email) for the rest of the Email step's fields. *** ## Next Steps * [Automation Steps](/automations/steps) — the Email destination and every other step type * [Field Mapping & Context](/automations/field-mapping) — every `call.*` and `contact.*` value available in automations * [Team Settings & Notifications](/team/settings) — the other Settings tabs