Email Templates

Email templates let you create reusable text blocks for your follow-up emails. Templates can be used instead of AI generation and are particularly useful for standardized processes like cold outreach or follow-up sequences.

Overview

The templates page shows all your template groups with their contained templates. Groups serve as organizational units — e.g. "Cold Outreach", "Existing Customers", or "Suppliers".

Each template consists of:

• Name — Internal identifier (e.g. "Initial outreach")
• Subject — Email subject line, may contain placeholders
• Content — The email body with rich-text formatting and placeholders

Template Groups

Create a group

1. Click Create group in the header
2. Enter a group name (e.g. "Cold Outreach")
3. Click Create group

Rename a group

Click the three-dot menu (⋯) on a group and select Rename.

Delete a group

Click the three-dot menu (⋯) on a group and select Delete.

caution

Deleting a group also deletes all contained templates. This action cannot be undone.

Reorder groups

Drag a group by its handle (⠿) to the desired position. The order is saved automatically.

Templates

Create a template

1. Click Add template within a group
2. Enter Name and Subject
3. Compose the Content in the rich-text editor (bold, italic, underline, links, images, colors)
4. Click Create template

Edit a template

Click the three-dot menu (⋯) on a template and select Edit. A side panel opens with all fields.

Delete a template

Click the three-dot menu (⋯) on a template and select Delete.

Reorder templates

Drag a template within its group by the handle (⠿) to the desired position.

Placeholders

Placeholders are automatically replaced with actual deal data when the email is sent. You can use placeholders in both the Subject and the Content.

Available placeholders

Placeholder	Description	Example
[Vorname]	Contact person's first name	Max
[Nachname]	Contact person's last name	Mustermann
[Name]	Full name	Max Mustermann
[Firma]	Organization name	Example GmbH
[Deal]	Pipedrive deal title	Software Solution 2026
[E-Mail]	Contact person's email	max@example.com
[Begrüßung]	AI-generated greeting (based on writing profile)	Dear Mr. Mustermann
[Absender]	Sender's name	Anna

Click a placeholder badge in the edit panel to insert it into the subject field. In the content area, you can also type placeholders manually.

tip

The [Begrüßung] placeholder is resolved by the AI and takes your writing profile into account (formal/informal address, formality level). All other placeholders are filled deterministically from deal data.

Preview

Via the three-dot menu (⋯) on a template, you can open a Preview. The preview shows the subject and content with resolved placeholders:

• When no deal is specified, example data is used (e.g. "Max Mustermann", "Example GmbH")
• AI-powered placeholders like [Begrüßung] are resolved live

Assign tenants

Owner only

This feature is only available to users with the Owner role.

Template groups can be assigned to multiple tenants. This allows teams to share the same templates:

1. Click the three-dot menu (⋯) on a group
2. Select Assign tenants
3. Check the desired tenants
4. Click Save

Using templates in the follow-up sequence

For templates to be used for automatic email generation, two conditions must be met:

1. Email generation mode must be set to Template (under Settings > App Settings > Email Generation)
2. A template must be assigned per step (under Settings > Follow-up Sequence)

If no template is assigned for a step, Vita-Drive.Ai automatically falls back to AI generation.

note

Templates are saved as a snapshot when a follow-up job is created. Subsequent changes to the template only affect new jobs, not already scheduled ones.