Manage templates
Under Templates you manage reusable email texts. The page is the central library where you create, edit, duplicate and delete templates.
Where to find templates
Section titled “Where to find templates”Click Templates in the left navigation. Page subtitle: “Email templates for various situations.” Each card shows the type (Offer email, Follow-up or Closing), the visibility (Private or Team), the name, the subject and the start of the text.
Create a template
Section titled “Create a template”- Click New template or the Create new template card.
- Give it a Name.
- Pick the Type. Templates of type Offer email are listed first when sending an offer.
- Optionally: Subject (optional).
- Set the visibility: Private is only visible to you, Team to everyone in your organisation. Optionally you can set a language (German or English) and a category.
- Write the Content. In the Variables tab you insert placeholders with a click (Insert) or copy them; the Preview tab shows the template with sample data.
- Create.
Toast “Template created”. If the template contains several strong calls to action, the editor points this out. Signature and imprint do not belong in the template; Flino appends them automatically when sending.
Edit, duplicate, delete
Section titled “Edit, duplicate, delete”Via the menu (⋯) on the card:
- Edit opens the editor again → toast “Template updated”
- Duplicate creates a private copy → toast “Template duplicated”
- Delete removes the template → dialog “Delete template?” → toast “Template deleted”
You can only edit and delete templates you created yourself. You can duplicate other people’s team templates and adjust the copy.
When templates make sense
Section titled “When templates make sense”Templates are useful for recurring situations that should always sound similar:
- the email for sending an offer
- a standard confirmation after acceptance
- a standard answer to typical questions
- your own wording for a sequence step in the “I write it myself” mode
Where you can use templates
Section titled “Where you can use templates”When sending an offer
Section titled “When sending an offer”In the Send offer dialog, Use template opens your templates with a search. Templates of type Offer email are at the top in the group For sending offers, everything else under More templates. Flino fills the placeholders with the offer and contact data. The details of applying a template are under Send an offer.
In the reply composer
Section titled “In the reply composer”In the reply composer, the Template tab has the same Use template button under Your templates. The applied template lands in the Manual tab and the subject of the email thread stays. See React to replies.
In both dialogs, applying a template works like this:
- If the template is stored in another language, Flino switches the email language. Undo in the toast restores the previous text.
- If you have already written text, Flino asks “Replace your edited text?” before replacing it.
- If a value is missing, such as the offer number, Flino marks the spot with ⟦…⟧, e.g. ⟦Offer number missing⟧. As long as such spots remain in the text, the email cannot be sent.
In sequence steps
Section titled “In sequence steps”In the sequence editor, in the “I write it myself” mode, Load template loads a template as a starting point. Flino takes it over as a copy; later changes to the template do not affect the step. In the “My text + AI addition” mode the button is called Load template as base; it switches the step to “I write it myself” in the process. See Follow-up sequences.
Placeholders
Section titled “Placeholders”You can use these placeholders in subject and body. Flino replaces them with real values when sending.
| Placeholder | Result |
|---|---|
{{offer_title}} | Title of the offer |
{{offer_number}} | Offer number (if any) |
{{amount}} | Offer amount (formatted) |
{{currency}} | Currency (EUR, USD, CHF) |
{{offer_valid_until}} | Valid-until date |
{{contact_first_name}} | Contact’s first name |
{{contact_last_name}} | Contact’s last name |
{{contact_name}} | Contact’s full name |
{{company}} | Contact’s company name |
{{sender_name}} | Your name from Sender & Imprint |
{{sender_company}} | Your company name from Sender & Imprint |
{{salutation_line}} | Full salutation line, e.g. “Guten Tag Frau Müller,” or “Hallo Max,”. Do not combine with {{contact_last_name}}. |
{{greeting}} | Older salutation variable, behaves like {{salutation_line}} |
{{closing}} | Closing line (e.g. “Best regards”), matching Du or Sie |
{{offer_number}} and {{offer_valid_until}} are not set on every offer, so the sequence editor marks them with a warning icon. In sequence steps using “My text + AI addition”, the AI variables {{cta_block}} and {{custom_block}} are available as well.
What happens when a placeholder does not fit:
- In a sequence, an empty value stays empty. Unknown placeholders pause the sequence until you fix the step.
- When sending an offer and in the reply composer, Flino marks every gap in the text and blocks sending until you replace or delete it.
- At send time, Flino checks one last time for Gmail and Outlook: if the subject or body still contains a
{{…}}, the email is not sent, and Flino shows a message asking you to replace the placeholder (currently in German).
Variables for acceptance and booking links
Section titled “Variables for acceptance and booking links”Flino fills four more variables automatically on send:
| Variable | Result |
|---|---|
{{offer_acceptance_link}} | Plain URL for online acceptance of the offer |
{{offer_acceptance_cta_block}} | Full sentence including the acceptance link (language and tone automatic) |
{{booking_link}} | Plain URL of your booking tool (e.g. Calendly, Cal.com) |
{{booking_cta_block}} | Full sentence including the booking link (language and tone automatic) |
Both groups are off by default (for safety):
- You enable the acceptance variables under Settings → Email in the Make acceptance link available in templates card.
- You store the booking link under Settings → Sales Room in the Booking link card: in the Booking link (HTTPS) field (only HTTPS is accepted) and with the Enable booking link variables in sequence templates switch.
While a group is disabled, or no valid booking URL is stored, the variables have no value. The same applies to the acceptance link variables once your customer has decided or the link is closed (offer won, lost, or link switched off, see Acceptance link). In sequences they then stay empty. When sending an offer and in the reply composer, the sentence variants (…_cta_block) disappear without a trace, and Flino marks the plain links as a missing spot.
The real acceptance link is generated per offer at the first send and reused in every email after that; the preview only shows a demo placeholder. This is independent of the Insert online acceptance link automatically switch (Settings → Email), which adds the acceptance link to the AI-generated offer email, see Settings.
Empty state
Section titled “Empty state”While you have no templates, you see “No templates yet — Create your first email template”.
Common error cases
Section titled “Common error cases”| Problem | Fix |
|---|---|
| ”Error deleting” | Try again or reload the page |
| ”Error duplicating” | Try again |
| Edit and Delete are greyed out | Someone else created the template. Duplicate it and adjust the copy. |
| Send stays disabled after applying a template | Replace or delete the spots marked with ⟦…⟧ |
| Sequence paused with “Template is broken” or “Unknown placeholders in the template” | Open the step, fix the placeholder, then resume the sequence |