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Templates help you send personalized messages faster while keeping a consistent tone across your outreach.

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Open the Message Templates tab

From the left-hand sidebar, go to Inbox and click the Message Templates tab at the top. This page lists all your templates with their subjects, previews, and authors.
The Message Templates tab

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Create a new email template

Click New Email Template in the top-right corner and choose whether the template is Personal or shared with the Workspace. In the editor you can set:
  • Name, for internal use
  • Subject
  • Email body content
  • Attachments
The template editor with a variable dropdown
Use clear, reusable titles so your team can easily identify templates, for example “Candidate Intro – Software Engineer”. The body editor offers a set of fonts you can send in, so a template can follow your house style rather than the default. Montserrat is among them.

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Personalize with variables

Type { in the editor to browse the available variables. They fill in automatically when the message is sent, for example:
  • Recipient > First Name and Recipient > Last Name
  • The sender’s first and last name, the colleague using the template
  • Candidate, Company, and Job fields, such as Job > Name and Company > Name
  • AI Generated content, which writes a passage based on your instruction
Variables only populate if the matching details exist in Spott. The sender variables are what make a workspace template work for the whole team. Sign off with the sender’s name instead of typing your own, and the same template reads as written by whoever sends it, so nobody keeps a personal copy just to change the signature line.

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Variables in the subject line

Variables work in the subject as well as the body. Type { in the subject field and pick a variable the same way, so a subject of Hey { Recipient > First Name }, new opportunity goes out with the name filled in per recipient.
A subject line with a Recipient First Name variable in it
The subject takes the record variables, the ones that pull a name, a job, or a company off the record. AI Generated content is not one of them: a written passage belongs in the body. That keeps a subject line predictable in length, which is what you want in the one part of the message that gets truncated in the inbox list. This works everywhere a subject line does: a one-off email from the composer, a message template, and a campaign. A personalized subject is the part of the message people see before they decide to open it, so it is worth more than the same personalization further down the body.

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AI-generated content

AI Generated content is not a fixed variable: you tell it what to write about, and it writes that passage per recipient when the message goes out. Write about picks the record it draws on: Recipient, Candidate, Contact, Company, or Job. Then give it an instruction, for example “invite the recipient to review the information in a friendly but professional tone”. Spott uses that record’s data to write the passage, so the same template lands differently for every person on the list.
The Write about options in the AI Generated content dialog

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Auto-save and usage

Templates are saved automatically as you type. There is no save button. Once created, templates are available when composing messages in the Inbox, in campaigns, and in automations that send an email. In the Inbox, Start from template in the composer toolbar lists your workspace and personal templates, so you never have to leave the conversation to fetch one.
The template picker in the Inbox composer
From the three-dot menu on a template you can change its visibility (personal or workspace) or delete it. Presentation and job description templates live separately, under Settings → Templates.