If your team’s outreach emails are all over the place—or you’re tired of rewriting the same message for the hundredth time—you’re not alone. Email consistency shouldn’t mean more busywork. If you’re using Boomerang and want to finally get your team on the same page with templates, this guide is for you.
Below, I’ll walk you through setting up and sharing team templates in Boomerang, highlight the pitfalls to watch for, and share some practical tips so you don’t get bogged down in template hell.
Why bother with team templates, anyway?
Let’s be honest: most outreach emails are 80% the same. If everyone on your team is rewriting or copy-pasting their own versions, you’re: - Wasting time (and patience) - Opening the door to mistakes and inconsistencies - Accidentally sending “Hey [FNAME]” to real humans
Templates let you fix all that. Instead of reinventing the wheel, you can: - Keep messaging consistent - Make updates in one place - Train new team members faster
But—and this is important—templates only help if the system is easy, and everyone actually uses it. That’s where Boomerang’s team features come in.
The basics: What Boomerang templates can (and can’t) do
Boomerang is best known for scheduling and reminders, but its template features are surprisingly useful for teams. Here’s what you get: - Create and save reusable email templates (including subject lines) - Insert templates in Gmail with a couple of clicks - Share templates with your team (if you’re on a paid Team plan) - Edit templates any time—everyone gets the latest version
But don’t expect miracles. Boomerang templates: - Only work in Gmail (no Outlook support) - Don’t allow for deep branching logic or fancy variables beyond basic personalization (like first name) - Won’t magically make your emails “convert”—they’re just a starting point
If you can live with those limits, great. If you want advanced logic or integrations, you’ll need a more heavyweight tool (and all the headaches that come with it).
Step 1: Get the right Boomerang plan
Here’s the catch: template sharing only works on Boomerang’s paid Team plans. If you’re on a single-user plan or the free version, you can still create personal templates—but you can’t share them.
To check or upgrade: 1. Go to the Boomerang dashboard in Gmail. 2. Click your account/profile. 3. Look for “Manage Team” or “Upgrade Plan.”
Pro tip: Don’t overpay for seats you won’t use. Start with a small team and add more as needed. If teammates leave, free up their seat—Boomerang charges per user.
Step 2: Create your first template
Once you’ve got the right plan, you’re ready to build templates.
- Open Gmail and start a new message. Write your best version of the email you want to templatize. Include subject, body, and any placeholders (like “{{First Name}}”).
- Click the Boomerang icon in your compose window. Select “Save as Template.”
- Give your template a clear, specific name. “Sales Outreach – Demo Request” is better than “Template 1.”
- Add placeholders for personalization. Boomerang supports simple variables (like {{First Name}}). Don’t get clever—keep it simple.
- Save. That’s it—you’ve got a template.
What to avoid:
- Don’t save half-baked drafts as templates. If it’s not ready for prime time, it shouldn’t be a template.
- Avoid jargon or one-size-fits-all language. Templates should feel like a starting point, not a robot wrote them.
Step 3: Share templates with your team
Templates aren’t useful if nobody else can find them. Here’s how to share:
- Go to Boomerang’s “Manage Templates” dashboard.
- Find your template and click “Share with Team.”
- Choose which team(s) or users can access it.
If you have multiple teams (like Sales and Support), don’t blast every template to everyone. Be selective. - Confirm sharing. Teammates will now see the template in their Boomerang sidebar in Gmail.
Pro tip:
Appoint one or two “template owners” for each team. Too many cooks means templates get messy, fast.
Step 4: Use templates in real emails
Now the fun part—using templates instead of retyping everything.
- Compose a new email in Gmail.
- Click the Boomerang icon and select “Insert Template.”
- Pick the template you want. Placeholders (like {{First Name}}) will prompt you to fill them in.
- Tweak as needed. Don’t be afraid to personalize further. Templates aren’t scripts.
- Send.
What works:
- Templates speed up repetitive outreach—especially first-touch or follow-up emails.
- They reduce rookie mistakes (wrong links, missing attachments).
What doesn’t:
- Sending templates as-is without edits. You’ll sound like a robot, and people will ignore you.
- Overcomplicating templates. If a template tries to cover every scenario, it’ll end up pleasing nobody.
Step 5: Keep templates up to date
Templates aren’t “set and forget.” Out-of-date info or awkward wording is a fast way to look sloppy.
How to manage updates: - Schedule a monthly review. Check for old information, broken links, or feedback from the team. - Make updates in Boomerang’s “Manage Templates” area. Edits go live for everyone instantly. - Archive or delete unused templates. Less clutter = faster sending.
Ignore:
- The urge to create a template for every possible situation. Stick to the handful you use most.
Step 6: Train your team (without making it a big deal)
Templates only work if your team actually uses them. Here’s how to get buy-in—without a boring meeting.
- Send a quick video or screenshot guide. Show exactly where to find and use templates.
- Ask for feedback. If a template doesn’t work in the real world, fix it.
- Make templates easy to find. Use clear names and keep the list short.
Pro tip:
Celebrate when someone catches a mistake or improves a template. It’s a team tool, not a top-down mandate.
Troubleshooting: What to do when things go sideways
Even good tools have hiccups. Here’s what you might run into:
- Templates not showing up? Make sure everyone’s on the right Boomerang Team plan, using the same Gmail domain, and has accepted their invite.
- Placeholders not filling correctly? Double-check the variable names. Boomerang won’t guess what “{{FName}}” means if it expects “{{First Name}}.”
- Too many templates? Prune ruthlessly. Old or unused templates just slow everyone down.
- People ignore templates? Find out why (are they too generic? Hard to find?). Fix, don’t scold.
What to skip
A few things that sound good on paper but usually aren’t worth it: - Over-personalizing templates. If you’re rewriting half the email every time, the template isn’t helping. - Automating everything. There’s a big difference between a helpful template and a canned, auto-blasted message. Use templates as a base, not a crutch. - Using Boomerang for things it can’t do. If you need deep CRM integration or complex logic, look elsewhere.
Wrapping up: Keep it simple, keep it useful
Team templates in Boomerang are best when they’re simple, clear, and actually save time. Start with your core messages, share only the essentials, and don’t be afraid to clean house now and then. The goal isn’t to write less—it’s to spend more time on the parts that matter, and less on the stuff you send every day.
Set up your first shared template, get your team using it, and tweak as you go. Don’t let “perfect” get in the way of “done.”