Make communication faster, more consistent, and personalized with Dynamic Email Templates. Whether you're sending campaign invitations, reminders, or thank-you messages, our templates save you time and reduce errors — all while keeping your message on-brand and on point.
✨ What Are Dynamic Email Templates?
Dynamic Email Templates allow admins to preconfigure reusable email messages for different scenarios (invites, reminders, thank-you emails, etc.). These templates include smart placeholders (e.g., {{campaign-title}}) that automatically fill in details based on the selected campaign, group selection, or other tool.
Where Can You Use Them?
You can use Dynamic Email Templates in:
Campaigns (e.g., invitation, reminder, thank-you)
Group Selections (e.g., invite to score ideas, reminder, thank-you)
Idea Funnels (e.g., thank-you message, enrichment request, status update)
Project Lanes (e.g., status updates, congratulations, notifications)
📌 Only users with Admin or Super Admin roles can manage templates.
⚡ Useful Scenarios by Tool
Here are some examples of how and when to use Dynamic Email Templates:
Campaigns
Invite users to join the campaign
Send a reminder to submit ideas before the deadline
Thank users who submitted ideas
Thank users who were active during the campaign
Share end results of the campaign with all participants
Group Selections
Invite users to score a set of ideas
Remind users to complete their scoring
Thank users for participating
Share the scoring results or top ideas with all users
Idea Funnel
Thank users for submitting an idea
Let users know their idea needs enrichment
Send a status update (e.g., "Your idea is in review", "approved", "denied")
Project Lane
Congratulate users for starting a new project
Notify stakeholders of project status updates
Share when a project is stopped, approved, finished, or put on hold
And many more customizable use cases...
⚙️ How to Create and Configure a Template
Go to Settings → Mail Templates
Click “Add Template” and give it a clear name (e.g., “Campaign Invite - Dutch”)
Choose the template type (e.g., Campaign Invite, Group Selection Reminder)
Add your Subject Line (you can use dynamic fields here too)
Write your email body using placeholders such as:
{{campaign-title}}{{user-first-name}}{{campaign-deadline}}{{button-link}}for action buttons (e.g., "View Campaign")
Add a Dynamic button label (optional) to create a call-to-action button
Choose the language (for multi-language support)
Hit Save
✅ Tip: Use the preview mode to check how the email will look before using it.
How to Use a Template When Sending Emails
When sending emails from Campaigns, Group Selections, Idea Funnels, or Projects:
Go to the relevant tool (e.g., campaign or selection)
Navigate to the Communication tab
Choose the email type (e.g., Invite, Reminder)
Select your template from the dropdown
The email subject and body will autofill based on the template
Review the message preview:
Check for missing fields
Make small edits if needed (you can still customize per email)
Send a test email to yourself (recommended)
Click Send
Dynamic Fields Available
Dynamic fields are used to personalize messages. They are always written in lowercase and wrapped with {{ and }}.
User Fields
{{user-first-name}}– First name of the user{{user-last-name}}– Last name of the user{{user-undercover-name}}– Undercover name in campaign{{user-department}}– User's department{{user-xp}}– Total XP{{user-mission-xp}}– XP in a mission{{user-level}}– User's level
Campaign Fields
{{campaign-title}}– Campaign title{{campaign-description}}– Description{{campaign-items}}– Number of submitted items{{campaign-users}}– Active users{{campaign-input-type}}– Input type{{campaign-deadline}}– Deadline{{campaign-owner}}– Campaign owner{{campaign-nr-1}}to{{campaign-nr-10}}– Top 10 users
Group Selection Fields
{{selection-title}}– Title{{selection-description}}– Description{{selection-items}}– Number of ideas{{selection-criteria}}– Criteria count{{selection-owner}}– Owner{{selection-deadline}}– Deadline{{selection-nr-1}}to{{selection-nr-5}}– Top 5 ideas
Funnel Fields
{{funnel-title}}– Funnel title{{funnel-owner}}– Owner{{funnel-lanes}}– Number of lanes{{funnel-items}}– Total items{{funnel-approved}}– Approved items{{funnel-denied}}– Denied items{{funnel-active}}– Active items{{funnel-submitted}}– Submitted items
Funnel Lane Fields
{{funnel-lane-title}}– Lane title{{funnel-lane-items}}– Items in lane{{funnel-lane-deadline}}– Lane deadline{{funnel-lane-owner}}– Owner of lane{{funnel-lane-status}}– Lane status
Idea Fields
{{idea-title}}– Title{{idea-description}}– Description{{idea-funnel}}– Funnel name{{idea-funnel-lane}}– Funnel lane{{idea-owner}}– Owner{{idea-creator}}– Creator{{idea-deadline}}– Deadline{{idea-status}}– Status{{idea-created}}– Date created{{idea-team-members}}– Team members list
FAQs
Q: Can I edit a template after it’s been used?
A: Yes, but changes only affect future emails using that template.
Q: What happens if a dynamic field is empty or unavailable?
A: You’ll receive a warning before sending, allowing you to fix it.
Q: Can I send emails without using templates?
A: Yes! But templates save time, reduce mistakes, and promote consistency.