How to Create and Use Templates for Personalized Messaging in Your CRM with HelloSend

HelloSend's Templates feature empowers users to create reusable, pre-defined messages enriched with dynamic CRM field placeholders. These templates are ideal for streamlining communication, enabling users to personalize messages automatically using contact-specific details. Whether it’s a one-on-one conversation or a large-scale outreach, templates ensure consistency and save time by eliminating repetitive typing.

You can apply these templates across various messaging channels—including direct messaging, automated workflows, and bulk campaigns—within HelloSend. From follow-ups and reminders to promotional campaigns, templates help maintain structured, accurate, and personalized communication at scale, all while seamlessly integrating into your CRM processes.

1Navigate to Templates in HelloSend

• Open HelloSend and go to Settings.
• Click on Templates.
• Select Add Template to start building your message.

2Enter Template Details

• Template Name (Friendly name):

  Assign a relevant name for easy identification.

• Choose Visibility:

  • Team – Share the template with your team for uniform messaging.
  • Private – Keep it for individual use.

• Select Module:

  Choose the CRM module (Leads, Deals, Contacts, etc.) where this template will be used.

• Field Mapping:

  All available fields from the selected module will be listed for personalization.

3Compose Your Personalized Message

• Type your message in the editor.
• Use dynamic placeholders (CRM fields) to insert contact-specific details automatically.

Example 1:

Instead of: Hello, Flash Sale! Our End of the year sale is live. Avail 50% OFF! Ends in 24 hrs. Shop Now!

Use: Hello {{ person.first_Name }} {{ person.last_name }} , Flash Sale! Our End of the year sale is live. Avail 50% OFF! Ends in 24 hrs. Shop Now!

• Click on a field to insert it as {{ field_name }} in the message body.
• Click Add to store the template.

4Preview and Send a Test Message

• Go to Inbox in HelloSend.
• Choose the inbox contact.
• Select the newly created template.
• Enter a test recipient number and send a sample message.

5Using Templates for Personalized Messaging

Your saved templates can be applied across different messaging channels:

• One-on-One Messaging: Use templates while chatting with individual contacts for quick replies, follow-ups, or confirmations.
• Campaigns & Bulk Messaging: Send personalized SMS/MMS campaigns using pre-defined templates with dynamic fields.
• Automations & Workflow Messages: Trigger automated messages when specific CRM actions occur, such as new lead creation or status updates.
• Reminders & Notifications: Schedule messages for payment reminders, appointment confirmations, or customer follow-ups.

Conclusion

HelloSend's Templates feature empowers teams and individuals to streamline their communication by creating reusable, personalized messages tailored to each contact. Whether you're engaging in one-on-one chats, running automated workflows, or managing large-scale campaigns, templates ensure consistency, accuracy, and a personal touch in every message. By leveraging dynamic CRM fields, you not only save time but also enhance the effectiveness of your outreach. Start using HelloSend templates today to transform your messaging into a more efficient, automated, and personalized experience.