If you’re still copying and pasting the same email over and over, it’s time to stop wasting your life. Insightly’s email templates can save you a ton of time and help your outreach feel more personal. But let’s be honest: setting them up isn’t always as simple as it should be. This guide is for anyone who wants to actually use templates in Insightly to get more done, not just tick a CRM box.
Why Use Email Templates in Insightly?
- Save time: No need to retype the same intro or pitch 50 times.
- Stay consistent: You won’t forget important details or links.
- Look personal: With the right setup, your emails won’t feel like spam.
- Track what works: See which templates get replies (and which don’t).
But here’s the catch: lazy templates make you sound like a robot. The trick is using merge fields (the “personalization” bits) without making your emails sound generic or weird.
Step 1: Plan Your Outreach (Before Touching Templates)
Before you dive into Insightly’s template builder, get clear on:
- Who you’re emailing: Are these cold leads, existing customers, or partners?
- What you want them to do: Book a call? Reply with info? Download something?
- What info you have: Do you always have first names, company names, or other details in your CRM?
Pro tip: If your data is messy (missing names, inconsistent fields), your templates will break or look awkward. Fix that first—trust me, you’ll thank yourself later.
Step 2: Find and Understand Insightly Email Templates
Here’s how to get to templates in Insightly:
- Log in to your Insightly account.
- Go to the Emails tab (on the top menu).
- Click on Templates in the left sidebar.
There are two main types of templates:
- Personal templates: Just for you.
- Team templates: Shared with your whole team.
If you want consistency (and to avoid everyone inventing their own slightly-worse versions), go for team templates.
Step 3: Create a New Email Template
- Click + New Template.
- Give your template a clear name. (Not “Template 1.” You’ll regret that in a month.)
- Pick a relevant category if you want to keep things organized.
Now you’ll see the template editor. This is where things get interesting—or confusing, depending on how you look at it.
The Template Editor: What Actually Matters
- Subject line: Don’t make this an afterthought. Personalization works here too (e.g.,
Hi [First Name], Quick Question) - Body: Write your email in plain text or use Insightly’s editor for formatting.
- Merge fields: These are the bits that pull data from your records (like someone’s first name or company).
To add merge fields, click the Insert Merge Field button and pick from the list. You’ll see placeholders like {Contact.FirstName}. When the email sends, Insightly swaps these out for real data.
Be careful: If a field is empty in your CRM, that spot in your email will be blank—or worse, say something like “Hi ,”. Not a good look.
Step 4: Add Personalization Without Sounding Fake
Just because you can insert a merge field everywhere doesn’t mean you should. Here’s what works:
- Personalize the greeting (
Hi {Contact.FirstName},) - Reference their company or recent activity if you actually have it
- Keep the rest of the email sounding like a human, not a mail merge
What doesn’t work:
- Overloading with merge fields (“Hi {Contact.FirstName} from {Organization.Name}, I saw you at {LastEvent.ParticipationDate}…”)
- Using fields you don’t consistently collect
Ignore: The urge to make every template super complex. Simple, well-written templates with 1-2 personal touches almost always work better.
Step 5: Test Your Template (Do Not Skip This)
Templates break all the time, usually when you’re under deadline. Here’s how to avoid disaster:
- Click Send Test Email in the template editor.
- Choose a real record (someone in your CRM with complete info).
- Send the test to yourself or a teammate.
Look for:
- Weird merge fields that didn’t fill in
- Spacing or formatting issues
- Subject line mistakes
Pro tip: Always use a record with incomplete info too. That way, you’ll catch if your template falls apart when the data is missing.
Step 6: Use Your Template for Outreach
You’ve tested, you’re ready—now it’s time to actually send some emails.
For Individual Emails
- Open a contact, lead, or opportunity.
- Click Email.
- Select your template from the dropdown.
- Make any final tweaks—add a real question, reference a recent call, etc.
- Hit send.
For Bulk Emails (Mail Merge)
- Go to your list of contacts or leads.
- Filter or select your target group.
- Click Send Email (or Bulk Email, depending on your Insightly plan).
- Choose your template.
- Double-check the preview for each email. Seriously, do it.
- Send.
Watch out: Bulk emailing from Insightly has limits (both technical and practical). If you send too many, you might hit daily limits or get flagged as spam. Also, Insightly isn’t a full-blown email marketing tool—so don’t try to send thousands at once.
Step 7: Track Results and Iterate
Insightly tracks opens and clicks if you use their email tracking. But don’t obsess over vanity metrics—replies and actual outcomes matter more.
- Check which templates get real responses.
- Update templates based on what works (or doesn’t).
- Archive old templates that flop.
Pro tip: Don’t be afraid to tweak your template for specific campaigns or audiences. One size rarely fits all.
A Few Things to Ignore (Unless You Like Wasting Time)
- Fancy HTML: Unless you’re a designer, plain text usually works better. It looks more real.
- Over-customizing: You don’t need a different template for every tiny segment.
- Ignoring opt-out/unsubscribe: If you’re emailing cold leads, check your compliance.
Summary: Keep It Simple, Keep It Human
Insightly’s templates aren’t magic, but they can save you hours and help your outreach sound more real—if you set them up thoughtfully. Start with a simple template, test like crazy, and don’t try to automate away every bit of personality. Iterate as you go, and remember: it’s better to send a few great emails than a thousand mediocre ones.
Now go reclaim your time—and stop copy-pasting!