Email templates let you save a subject and message you send often, such as a birthday note or a welcome email, and reuse them whenever you email employees from Lebra. In this article, you'll learn where to find your templates, how to create, edit, copy, organize, and delete them, and how to personalize them with variables.
Before You Begin
The Email Templates page appears under Settings when the Email all feature is enabled for your organization or your account. This feature is turned on by Lebra, so if you don't see the page, contact [email protected].
To send an email that uses a template, your email account must be connected to Lebra. See Connecting Your Calendar & Email. You don't need a connected account to create or edit templates.
Templates are private to you. Only you can see, edit, or use the templates you create. Other staff in your district can't see them, and you can't see theirs.
Opening Your Email Templates
Steps
Navigate to Settings.
Select Email Templates in the settings menu.
Your templates are listed on the left, by subject line. Select one to open it in the editor on the right.
Note: Every Lebra account starts with three default templates: Celebrating Your Work Anniversary, Happy Birthday!, and Welcome to the Team! They're yours to edit, copy, or delete like any other template.
Creating a Template
Steps
Click + New template at the bottom of the template list.
Enter a Subject. The subject is also the template's name in your list. Templates without a subject appear as "Email template" followed by a number.
Write your message in the editor.
(Optional) Add variables to personalize the email. See "Personalizing with Variables" below.
Click Save changes.
Tip: You can also create a template while you're writing an email. In the Step 1: Email template window, click + New template.
Editing a Template
Steps
Select the template in your list.
Update the subject or message.
Click Save changes. Your edits aren't saved until you do.
When you choose a template while writing an email, you can also change it there and click Save changes to this template to update the saved version.
Copying a Template
Making a copy is a quick way to start a new template from one you already have.
Steps
Click the ⋮ menu next to the template.
Select Make a copy.
The copy opens in the editor, in the same folder as the original. Edit it and click Save changes.
Organizing Templates in Folders
Create a folder
Click the folder icon next to + New template.
Type a folder name and press Enter.
Move a template into a folder
Click the ⋮ menu next to the template.
Select Move to, then choose a folder. Choose Root to move it out of a folder.
Manage a folder
Click the ⋮ menu next to a folder to:
New template here — create a blank template inside the folder.
Rename folder — type the new name and press Enter.
Delete folder — removes the folder only. Templates inside it aren't deleted; they move back to the main list.
Click the arrow next to a folder to collapse or expand it. Your folders also appear when you choose a template while writing an email.
Personalizing with Variables
Variables fill in details automatically for each recipient, so one template works for everyone you email. Under Available variables, click a variable to insert it where your cursor is.
AI Personalization — AI-written content tailored to each recipient
Your first name, Your full name, Your email
Recipient preferred first name, Recipient preferred full name (first/middle/last)
Recipient full name, Recipient first name, Recipient title
Today's date
Deleting a Template
Steps
Click the ⋮ menu next to the template.
Select Delete.
Note: The template is deleted right away, without a confirmation step, and can't be restored. Default templates you delete don't come back.
Frequently Asked Questions
Can I share a template with a colleague?
Not directly — templates are private to each user. To share one, copy the subject and message from your template and send them to your colleague. They can click + New template, paste them in, and click Save changes.
Can an administrator create templates for the whole district?
No. There are no district-wide templates. Each person manages their own list.
Can I change the Happy Birthday template?
Yes. Default templates like Happy Birthday! are fully editable. Select it, make your changes, and click Save changes.
Why can't I send an email with my template?
Sending needs a connected email account. If yours isn't connected or has stopped syncing, Lebra prompts you to connect or reconnect it when you open the email window. See Connecting Your Calendar & Email.
I don't see Email Templates in Settings.
The page only appears when the Email all feature is enabled for your organization or account. It's turned on by Lebra, not in your district's settings, so contact [email protected].