How To Video: Email Templates Creation
To create an email template in Radius, go to Drips.
This is where all of your email templates are created, stored & edited, regardless of what kind of marketing you're using the email template for.
We have some pre-polutated templates in your account when you sign up. You should review and edit ALL of these templates as there is some place holder information that you’ll want to change before using them.
You can delete the ones you don’t need. However, we recommend keeping the Appointment Reminder and Client Access Portal Link & Client Access Password Email templates You should still edit the body of those emails, but the system needs those in case you want to use the Client Access portal option in the future. Do not change the Template Name of the client access emails. And the appointment reminder template has the coding for the appointments pre-populated for you, so just leave it. You can learn more about those features in other videos. APPOINTMENT REMINDERS CLIENT ACCESS
[TEMPLATE CREATION & EDITING] So let’s get going on template creation.
Click Edit to begin editing an existing template. Let me flag these hashtags and text here that you see. We call them snippets. What they do is tell the system where to pull that information from. So here in your From Name, you can enter your Company’s name or if you want it to auto-populate with the Assigned Agent’s name, use the #AgentName# snippet. Some people think we’re saying to type in #AlexRodriguez# as the agent name. That is incorrect! It’s code, so it has to be #AGENTNAME#. That is pulling from the Agent> My Information page, so whatever is in that field will be reflected. This is really helpful for agents because if you have to change your email address for instance, you just go to Account> My Info, edit there. Then all of your templates will reflect your new information without you having to edit each individual template.
Most likely more interesting to you are the Lead/Client snippets below. It says Lead FirstName, but really, it’s Lead or Client. Any custom fields that you’ve created are available as snippets toward the bottom of the list. Another question that comes up frequently is how the system knows which is their first or last name when Name is all in one field. The system is finding the first name by the first part of the name. So Jane Austen Smith would have the first name of Jane. Her last name is Smith. You’d have to put Austen hyphen Smith for the that to be displayed as Last Name= Austen-Smith.
Fill out the top portion. The Template Name is for your reference. This subject line is what the client will see. We recommend bcc’ing the assigned agent or a specific email address when you’re sending an email for New Leads, birthdays and any date trigger like Renewal, Effective Date, etc, so that the agent is aware of the process. If I got bcc’ed on a Renewal Notification, I would then check the client’s file and add a Tag of Renewal Pending which is helpful as I could have an automated workflow for that status that triggered calls, tasks, emails, sms messages and other actions. But don’t bcc yourself on things like Newsletters and mass emails with general information as that would get to be a lot of email in your inbox!
Let’s look and see how we can personalize the body of the message. You’ll notice the editing tools above the body of the message. This is called a WYSIWYG or What You See Is What You Get. These are the available tools. Hover your mouse to see what they are. The frequently ones you’ll use are the font, bold, italic, and sizing. To upload an image, you can click here on this image icon. You can go into advanced settings to resize and format it. You can create Tables so that your campaign has a specific layout.
You can make it as fancy as you like, but we’ve found that the best way to reach your leads & clients is to utilize the snippets to make it personal without too much slick imaging. That’s great for a newsletter, but if it’s a new lead that you’re working, it’s usually better to keep it simple and just say something like Hi #FIRSTNAME#,
Thanks for your interest in working with me for your insurance needs. I see you’re interested in #COVERAGETYPE#. I can offer insurance on Health, Medicare Supplement, Life Insurance, Annuities and more, so let’s talk so that we can figure out the best & most affordable plan for you.
You can complete this webform for a full quote or we can do it over the phone. Whatever is best for you. I look forward to speaking with you soon!
Best Insurance Co.
Licensed Agent #LICENSENUMBER# #AGENTPHONE# #AGENTEMAIL# www.bestinsuranceco.com
Let’s insert the website links that we referenced. Click on the Link icon. Paste the full URL into that and hit OK.
Now let’s add a picture of you. Click on the image. Resize it by going to the properties. Let’s see how it looks. Resize if necessary.
One thing that’s very helpful is to create a Blank Signature template for your agents. Let’s grab this signature that we’ve just created. Click on Source, Copy from that #AGENTNAME# code all the way to the bottom.
Now go into Drips, click Add New Template. Click on SOURCE. Paste. Click on Source again so we can see it visually and make sure it’s the way we want it. Go up to the top. Let’s name this Blank Signature-Alex Rodriguez. Since her picture is in there, we’ll want to create individual signatures for each agent. Otherwise, if you don’t have a personal image, you can just create 1 blank signature for everyone. Click “Make Available to Agents” so that they can use this as a template in the lead/client file. I’ll show you that toward the end of the video. You’ll need to enter the from details so that it will save properly.
If you already have marketing templates, you can grab the source code from the message, then go to your Radius template, click Source, paste the source code, click on Source again and edit to personalize and tighten up any code that didn’t translate well. Frequently images will need to be re-added to the template.
You can add images with hyperlinks but you can’t embed video & audio. So, if you grab a picture of your video and then grab the link to it like a youtube URL, you can insert that image and if they click on it, it will open the video.
If you want to add attachments, first you’ll need to upload them in Settings> Website Links & File Attachments or in the Settings> Carriers> Documents tab
. Note that for all emails sent as a marketing campaign, either as date triggered marketing or automated workflow, an unsubscribe feature will be added. If you send the template directly to someone from their file, it will not be added since that’s considered a personal message.
[TESTING THE TEMPLATES]
Let’s test our templates that we’ve created.
We recommend setting up your custom SMTP before sending any email templates out. Instructions for that are in the text of this tutorial on our Knowledge base.
Go to Email, follow the instructions for sending a test which are to Click Leads, Choose the button for send sample to. Type in an email address. Choose the template. Hit Schedule. If you select any other options, the test will not send.
[UTILIZING THE TEMPLATES] Now let’s see how to use these templates.
You can go into a lead or client file. Click Send Email. If you selected that option “Make Available to Agents” you’ll see those templates here in the template selection dropdown. If you didn’t check that box, it will not appear.
You can edit the direct message if you like. You can add attachments here These are the files in the lead’s file or in the attachment/carrier list. Hit Send.