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Templates

Templates store reusable email copy for campaign steps, newsletters, updates, announcements, and lifecycle emails.

Create a template​

  1. Open Templates.
  2. Click New template.
  3. Enter the template name and email content.
  4. Optionally assign multiple Categories and Tags.
  5. Use placeholders for lead-list fields where needed.
  6. Save the template.

After a successful save, the template editor stays open so you can continue refining or testing the template. Send test to me is available on the left side of the editor footer and becomes available when either the subject or body has content; an AI-generated prompt counts as body content. Close and Save template remain together on the right. Use Close when you are finished.

When the placeholder list opens after you type {{, it appears directly beneath the current cursor in both Visual and HTML views. Use the Up Arrow and Down Arrow keys to move through the available fields, press Enter to insert the selected placeholder, or press Escape to close the list. If you type a new {{ trigger inside an existing placeholder, selecting a field replaces the complete surrounding placeholder instead of nesting one placeholder inside another. Using the placeholder selector with the caret immediately before {{ or immediately after }} inserts a new placeholder beside the existing one; it replaces the existing placeholder only when the caret is inside it.

When the rich-text toolbar needs more than one row, it wraps between complete control groups so related formatting, list, indentation, alignment, and insert actions stay together. Each divider stays attached to the right side of the group it follows, and toolbar controls remain vertically centered within the editor header.

Templates and campaign email steps use the same email-message builder. Subject and body editing, AI Builder, Template params, placeholders, model selection, Preview, and Send test to me behave consistently in both workflows.

Choose a body mode​

The selected body mode remains fully visible while unselected choices are dimmed. Hover or focus an unselected choice to inspect it more clearly before selecting it.

Plain text / HTML​

Use Plain text / HTML when every lead should receive the same saved body.

  • Write the body in the Visual editor or edit its raw HTML.
  • Insert placeholders at the current cursor position from either view.
  • Use LeadsParrot AI or a configured account AI provider to build or revise the body.
  • AI Builder replaces the body in the editor, but it does not make the saved body dynamic. The final body remains static and is reused for every lead.
  • In HTML view, the raw HTML input appears directly below the editor controls without a separate HTML source heading.

The subject remains independent. You can pair this static body with either a static subject or an AI-generated subject created separately for each lead.

AI generated​

Use AI generated when LeadsParrot should generate the complete email body separately for each lead from a saved prompt.

  • Describe the intended body in the generation prompt and insert placeholders where needed.
  • Use Template params to control the generated result.
  • The empty prompt field contains example guidance only. It is not saved, and it disappears when you begin typing.
  • Preview generates an example without replacing the prompt or other editor content.

Text / HTML + AI sections​

Text / HTML + AI sections is Coming Soon and cannot be saved yet. It will combine a fixed text or HTML body with selected sections generated by AI.

Choose subject behavior​

Subject behavior is separate from the selected body mode:

  • Static reuses the saved subject text.
  • AI-generated uses a dedicated prompt to create a personalized subject for each lead.

The Email subject heading and guidance appear above the subject-fields container, matching the Email body layout. The Static/AI-generated switch appears beside the equally tall placeholder picker on the Subject or Subject generation prompt row.

Either subject choice can be paired with a Plain text / HTML body or an AI-generated body. AI-generated subjects have a 20–120 character maximum, set to 60 by default, and an Allow emojis option that is off by default. The maximum-length control and emoji option share one row on standard-width screens and stack when space is limited. Subject prompts support placeholders. Switching back and forth preserves the static subject text.

When you create or change an AI-generated subject prompt, AI-generated body prompt, or a parameter relevant to that prompt, use Validate AI prompts before saving. One validation action checks only the changed sections; if both subject and body changed, LeadsParrot checks them together while reporting their results separately. Subject validation uses only Maximum length and Allow emojis. Body validation uses the body Template params. Exact conflicts remain visible until you edit the prompt or parameters and validate again. Unchanged saved prompts do not run again. Validation uses the lowest-cost compatible model: account AI providers use the cheapest compatible configured model from that provider, while LeadsParrot AI validation uses no customer tokens.

Build or update a body using AI​

In a New Template or Edit Template sheet, choose Plain text / HTML, then choose Open AI Builder in the Build or update using AI section below the Visual/HTML controls. The section starts collapsed so the static template editor remains compact. Template params appears inside the section after the AI Builder is opened and is hidden again when the builder is collapsed. While expanded, the setup header is replaced by the working controls; use Hide beside the usage notice to collapse it again without losing the current instruction. The single placeholder button in the editor toolbar inserts into whichever field you last focused: the AI instruction or the email body. You can also type double curly brackets in the AI instruction to search for a placeholder inline. An empty body shows Build using AI; an existing body shows Update using AI. Select a LeadsParrot AI model or an enabled account AI provider model; the compact selector shows the appropriate provider logo beside the model name. Submit the instruction to replace the body immediately without changing the subject, template name, description, Categories, or Tags. While the AI request is running, the instruction field, model selector, and Template params button are disabled so the submitted inputs cannot change in the background.

Open Template params and turn on Apply parameters to AI Builder when Saved template params should control AI-assisted builds and updates. The button shows On or Off at its right edge so the current setting is visible without opening the sheet. This setting is saved per template and is off by default for new and existing templates. While it is off, AI Builder follows the instruction without applying or validating the result against Saved template params.

When an existing body is present and you apply changed Template params while parameter application is on and AI instructions is empty, LeadsParrot fills the instruction with a request to rebuild the body using the updated Template params. Review or edit that instruction, then choose Update using AI to apply the changes to the body. When the body is empty, changing Template params leaves AI instructions empty so you can describe what you want to build. LeadsParrot never replaces an instruction you already entered.

The AI instructions box displays four lines by default and can be resized vertically when you need more writing space. Press Ctrl + Enter on Windows or Linux, or ⌘ + Enter on macOS, to run the instruction without choosing the button. A compact Submit by shortcut hint is aligned to the right of the field heading on larger screens and stays hidden on phones. If the latest instruction genuinely conflicts with an enabled Saved template param, AI Builder shows the exact conflict below the instruction and offers Retry using prompt instructions and Retry using Template params. The selected source wins only for the reported conflict points. All other compatible prompt instructions and non-conflicting Saved template params continue to apply. For example, resolving a requested minimum that exceeds the saved word maximum changes only that length requirement; saved tone, format, language, and other compatible settings remain active. The choice applies only to that retry and does not change the saved Apply parameters to AI Builder setting.

When parameter application is on, the selected AI model interprets the full instruction and compares it semantically with Saved template params after you choose Build using AI or Update using AI. LeadsParrot does not guess intent from hardcoded words or phrases and does not make extra AI requests while you type. Missing or unspecified details are not conflicts; Saved template params supply those defaults. A numeric request remains compatible when it can fit beneath the saved maximum. Match prompt language infers the predominant language of the instruction without requiring the user to name it, then falls back to the current body language and English. Subject-line or other unsupported metadata requests are ignored rather than treated as conflicts. If the model determines that explicit requirements genuinely cannot both be satisfied, its exact conflict explanation appears below the instruction and the existing body remains unchanged. If generated output still exceeds a measurable maximum after its corrective retry, the message shows the allowed maximum and the latest AI draft's actual count, and the existing body remains unchanged.

For LeadsParrot AI, the action button shows the selected model's current fixed price. LeadsParrot reserves that amount before generation and charges it only after a valid, sanitized template body is returned. Failed, refused, or invalid results are not charged. Account AI provider models use the account's configured provider API key and do not use LeadsParrot tokens. See token costs by action for live model rates.

The assistant is restricted to creating and revising email-template bodies. It rejects requests only when their primary purpose is unrelated personal-assistant, general-knowledge, coding, or other non-template work. A template request remains valid if it also asks for a subject line, preheader, or other unsupported email metadata; LeadsParrot ignores those parts and generates only the body, while the separate Subject field remains unchanged. Generated output is constrained to supported email-safe HTML and sanitized before it reaches the editor, so saving the applied result does not introduce a second format change. Unsupported AI-generated table attributes such as cellpadding, cellspacing, border, colspan, and rowspan are removed before the result is shown; supported presentation uses safe inline CSS. LeadsParrot sends the current body, the latest instruction, and enabled Saved template params to the selected model. Earlier instructions are not sent or treated as active requirements. This means removing a requirement from the latest instruction removes it from conflict evaluation, while follow-up requests such as “make it warmer” still operate on the current body shown in the editor.

AI-generated and AI-revised email subjects and bodies do not use the em dash character. LeadsParrot instructs configured models to use other punctuation and replaces an em dash or HTML em-dash entity if a model returns one. Manually written content is not rewritten by this rule.

Undo and redo work across Visual edits, raw HTML edits, formatting changes, and AI results. Use the toolbar buttons or the standard keyboard shortcuts. Visual editing keeps the current cursor or text selection when you use a formatting or placeholder control, so the action applies where you were working instead of returning to the start of the body. If you undo an AI result and send another instruction, the body currently shown in the editor is treated as authoritative.

Set template parameters​

For Plain text / HTML templates, choose Template params inside Build or update using AI. For AI-generated body templates, the button remains beside the body-prompt placeholder control because those parameters directly control recipient-specific body generation. Campaign-step parameters remain available in the shared composer controls. Parameters are saved with the template or campaign step. Plain text / HTML parameters are sent to AI Builder only when Apply parameters to AI Builder is on; AI-generated body parameters continue to control preview, test, and generation requests. Subject generation deliberately uses only its smaller dedicated subject configuration instead of the body parameters.

When Apply parameters to AI Builder is on, LeadsParrot also checks deterministic body properties when you save after manual Visual or HTML edits. If the current body exceeds its word or paragraph maximum, contradicts required or excluded phrases, or differs from the selected output format, a review dialog lists the exact proposed parameter changes. Keep editing returns to the body without saving. Update template parameters and save raises a maximum only enough to include the current body, removes phrase requirements or exclusions contradicted by the body, updates the detected output format, and then saves. This check runs locally and does not use AI or tokens. It does not infer or change tone, language, reading level, personalization, CTA style, creativity, or HTML palette roles.

Use Reset defaults beside the parameter sheet heading to restore the complete default profile for the current mode. LeadsParrot asks for confirmation first because resetting replaces every staged parameter edit; the reset is still not persisted until you save the surrounding template or campaign step.

The parameter sheet includes:

  • Output format: Plain text, Formatted text, or HTML email.
  • Maximum words and maximum paragraphs. Each maximum has a synchronized slider and numeric input, so you can adjust it visually or enter the exact value. New Plain text / HTML and AI-generated templates allow up to 250 words and 6 paragraphs by default. Minimums are not configurable.
  • Tone, language, reading level, personalization, CTA style, emoji usage, required phrases, excluded phrases, and reusable general instructions.
  • Conditional HTML style, Primary/Secondary/Tertiary color pickers, and alignment controls. Generated HTML must use the Primary and Secondary colors; Tertiary is an optional accent used when it suits the design.
  • Mode-specific revision or generation controls.

Plain text contains no visual formatting. LeadsParrot still stores it safely in the template body using minimal paragraph and line-break HTML, which does not turn it into an HTML email or conflict with the selected output format. Formatted text may use every supported rich-text toolbar feature: paragraph and heading styles, bold, italic, underline, strikethrough, superscript, subscript, text color and highlight, clear formatting, links, quotes, code blocks, bulleted and numbered lists, indentation, alignment, horizontal rules, HTTPS images, and emojis. It does not use divs, tables, layout containers, cards, columns, or other HTML-email design structure. HTML email must produce a visibly designed email-client-compatible layout using a table or styled div, safe inline CSS, visible layout-level padding, and a background or border treatment. Alignment, Primary, and Secondary provide design preferences when they support the requested result; they do not block a targeted revision merely because an explicit alignment declaration or configured hex value is absent from otherwise valid existing markup. Tertiary remains an optional accent.

The default HTML email palette is:

  • Primary: #16A34A
  • Secondary: #0F172A
  • Tertiary: #F1F5F9

When HTML email is selected, choose Go to HTML design beside Output format to scroll directly to these color pickers and the other design controls. Headings, lists, dividers, callouts, and buttons are optional design tools chosen by AI when they improve the requested email; they are not separate on/off parameters. Typography, margins, line height, width, and text color by themselves still count as formatted text and trigger the corrective retry. External stylesheets and <style> tags remain unsupported; email styling is kept inline for compatibility.

In AI-generated mode, open the single AI generated options menu, then open its Goal, Creativity, Greeting style, or Sign-off style submenu. Goal and Tone include a Custom choice when the presets do not fit. Text / HTML + AI sections shows its real parameter controls as a read-only preview while the mode remains Coming Soon.

If generated output misses a measurable format, length, paragraph, phrase, or allowed-element requirement, LeadsParrot makes one corrective AI request. LeadsParrot AI charges the displayed customer token amount only after valid output is returned. A configured account AI provider may bill both provider requests when a corrective retry is required.

Copy or paste selected parameters​

Choose Copy parameters from a template action menu or from the parameter sheet. LeadsParrot selects every applicable field by default; clear any field you do not want and copy the resulting JSON.

Choose Paste parameters, paste that JSON, and preview the merge. Only included fields that exist in the destination mode are updated. The preview separates fields that will apply from source-only fields that will be ignored. Pasting parameters never changes the template mode, subject, body, AI model, scope, Categories, or Tags.

Pasting from a saved template action menu updates that template after confirmation. Pasting inside an open parameter sheet changes the staged draft, which is persisted only when the surrounding template or campaign step is saved. Archived templates can provide copied parameters but cannot receive pasted parameters until restored.

Copy a complete template into a campaign​

Choose Duplicate template from a library template action menu to create an independent active copy in the same Account or Workspace scope. The duplicate keeps the source content, settings, Categories and Tags, adds Copy to its name, and does not depend on the original template. This action is also available for archived templates, with the duplicate created as active.

Choose Copy template from a library template action menu, or Copy as template from a campaign email step's three-dot menu, to copy its complete subject configuration, static subject, email body, content-builder structure, and template parameters together. Choose Paste template in an editable campaign email step or in the New/Edit Template library editor. A dialog lets you select Subject, Email body, and Template parameters before anything is replaced; all three are selected by default. Selecting Subject includes its Static/AI-generated mode and dedicated settings. Pasted content remains staged for review until you save the campaign step or library template. If the detached copy contains changed AI prompts, validate them first. Clipboard copies are detached and never update or depend on their source.

HTML compatibility​

The raw HTML editor checks template code while you work. When it finds unsupported HTML tags, attributes, CSS properties, or CSS values, it shows a warning explaining what LeadsParrot will remove before saving. These adjustments protect account data and keep templates compatible with email clients.

Use inline email-safe styling. For example, center a table with margin-left: auto; margin-right: auto instead of place-self, which depends on grid or flex layout and is not broadly supported by email clients. Review every compatibility warning before saving; the warning does not block saving because LeadsParrot still sanitizes the final HTML as a safety boundary.

Use AI sections​

AI template blocks can generate body content during preview and test rendering. AI-generated subjects are produced independently for the sample lead during preview or testing and for each lead during sending. LeadsParrot AI subject generation uses the separate Generate subject lines token action; a retry with the same send key reuses the already-generated subject instead of generating and charging again. Account AI provider models use the configured provider API key and do not use LeadsParrot tokens. Account AI providers are configured in Account Settings.

Preview or test a template​

Templates open in table view by default, and you can switch to card view with the view controls. The Scope column and template badges use the proper-case labels Account and Workspace. An Account template's Categories and Tags picker shows only Account labels. A Workspace template's picker shows Account labels and labels owned by that same Workspace; labels from other Workspaces are hidden. While the library is loading, the results area shows a full-width animated LeadsParrot loading state before the table, cards, or empty state appears. Use the eye action in either view to open the template preview sheet. You can also select the template card or table row. The sheet renders the formatted HTML email body when available and falls back to plain text otherwise. It also shows the subject, scope, Categories and Tags, and available template actions without reducing the width of the Templates list. Send test to me and View campaigns are grouped in that order on the far left of the preview footer, while Edit is the only action on the right. Use the sheet's × control when you want to close the preview.

To send a test:

  1. Open the template preview sheet or the template action menu.
  2. Choose Send test to me or Send test.
  3. Select a connected Google email account from Email & Domain Setup when prompted.
  4. Send the test to the logged-in user's email address.

Template and campaign-step tests are sent to the email address on your signed-in LeadsParrot profile. When the test dialog opens, LeadsParrot loads available sending email accounts before deciding whether setup is required. The connect-account notice appears only after loading completes and no eligible Google email account is available. Eligible sender options show only the email address. DNS or campaign-readiness notes remain on Email Accounts and domain-management surfaces and do not clutter a Template Test when the account can send it. Opening the test dialog from a template preview does not close the preview. Close the test dialog to continue reviewing the same template.

Review campaign usage​

Open a template's action menu and choose View campaign usage, or choose View campaigns in the preview sheet, to see every visible campaign step that references it. The usage sheet shows the campaign and workspace, campaign status, scenario and step, and whether the step is active. When opened from a template preview, use Back to template preview to return without reopening the template. You can open an accessible campaign sequence directly from the sheet.

References in campaigns you cannot access are not disclosed. LeadsParrot shows only their count, and they still prevent archiving or deletion.

Archive, restore, or delete a template​

  • Archive an unused active template when you want to remove it from normal editing and test-send workflows without deleting it. Archived templates can be restored.
  • Use the Archived or All statuses filter to find an archived template, then use its restore action to make it active again.
  • Permanently delete an unused active or archived template only when you no longer need it. Permanent deletion cannot be undone.
  • A reference from any campaign step blocks both archive and permanent deletion. This includes inactive steps and campaigns in draft, active, paused, completed, or archived states.

Archived templates cannot be edited, tested, selected with Use saved template, or selected through Import from library until restored. Their detached content can still be copied to the clipboard.

Notes​

  • Template records can be account-scoped or workspace-scoped based on active scope.
  • When there are no archived templates, the Archived filter shows an informational empty state without a template-creation action.
  • Account Categories and Tags are available to every template. A workspace template can also use taxonomies owned by its Workspace.
  • In table view, use the add-tag icon in a Template row's action area to assign a Category or Tag, and use a chip's remove control to remove it without opening the editor.
  • Use saved template in a campaign creates a live, read-only reference that follows later library edits.
  • Import from library and clipboard Paste template create detached editable campaign content.
  • Text/HTML plus AI sections are shown as Coming Soon where not active.