Respond to prospects quickly and professionally using Gong email templates. Use company templates or create your own, adding variables so that you respond to clients in context. Templates can be used in emails sent via Gong, which means you automatically track opens, link clicks, and more.
Templates save you time when writing back to prospects, and enable you to send professional, information-rich emails easily and quickly.
When you use templates, your emails are already composed, so you just need to tweak them for the particular situation. Templates ensure that you don’t forget something important, like action items, next meetings, or relevant questions. They also make it easier to respond to specific use cases without having to reinvent the wheel. For example, if you need an email that includes objection handling, mentions hobbies or sports teams, or refers to a holiday, searching your templates can help you find just what you need so you write the perfect email, and send it quickly.
Email templates also:
-
Ensure brand consistency: When you and your team use company templates, messaging is consistent and supports your brand.
-
Simplify personalization: Writing personal messages is really important when communicating with prospects, and templates with variables simplify this by automatically adding recipient names, meeting titles, call recording links, and more.
-
Speed up employee onboarding: New employees who use templates can ramp up quickly and follow best email practices, right from the start.
 |
There are three ways to access your email templates: via your My settings page, assists that allow you to write emails, or through your company settings page.
-
Via My Settings: Go to My Settings, scroll down to the Email section, and click Manage your email templates here.
-
Via any assist: Click the envelope icon on any assist to open the email composer. Click TEMPLATES at the bottom left corner of the email to open the mini template manager. Navigate through the templates here or click MANAGE TEMPLATES.
-
Via company settings: Go to your company settings page and click Email templates.
There are 2 ways to use templates.
Connect template by default You can connect any template to an assist via the Connect template to assist field at the top of the template. Once the template is connected, it will be displayed by default with that assist.
Within the email composer When you click Write Email from an assist, you'll open the email composer. At the bottom of the screen, you'll see a Templates button. Click this button and you'll see a list of all of your templates. Choose any template and it will replace the current email content.
Open the email templates via an assist or the company settings page. Choose the template you want to edit from the panel on the left and edit. You can change the text, apply rich text formatting, add variables and emojis, and more.
When you're done editing, click Save.
Note
Only Gong technical admins and business admins (or people who can manage general business settings) can edit company templates. These templates are available to everyone in your org, so any changes made to them can affect everyone.
-
YOUR TEMPLATES: These are the templates that you’ve created. If you duplicate any company templates and save them with changes, they’ll be here too.
-
COMPANY TEMPLATES: These templates are available to everyone in your org. They can only be edited by people who are Gong technical admins or business admins (people who can manage general business settings), but anyone can duplicate them and save them as their own templates.
Looking for a template that can help you handle a specific use case, like objection handling? Or maybe you'd like to find a template that refers to a specific holiday. You can search for templates that contain specific words using the search field in the top left corner. Search for any word in the name, subject or body of the template.
You can connect any template to an assist and it will be shown when that assist prompts you to write an email. The template will automatically be populated with the variables related to that assist, such as the prospect’s name, the meeting title, and more. See a full list of the variables available in your templates here. Review the email, customize as you like, and send.
To see stats and info for a specific template, click on the folder where the template is saved. You can see the following data for each template:
-
Sent: Number of times emails were sent using this template.
-
Opened: If a template was used in an email that was sent to 5 recipients and it was opened by 1 recipient, we count it as an opened mail.
-
Clicked link: If a template contains 1 or more links, and at least 1 recipient clicks one of them, we count it as a clicked link.
-
Assist connection: This shows which assist the template is connected to.
-
Last modified: This shows the last time the template was saved, and who saved it.
 |
Variables make it easy to personalize the emails you send, so that info like the recipient’s names, meeting titles, and call recording links are included in the email’s subject and body.
-
Add variables to the subject: Click the subject field and the Add Variable button will appear. Click the button and the variable menu will be displayed.
-
Add variables to the email body: Click the Add Variable button in the toolbar along the bottom of the template and the variable menu will be displayed.
Table 1. Types of variables you can add to your templates
|
Variable label |
Variable description |
|---|---|
|
Recipient first name |
Display the first names of the recipients in the "To" field. Displays up to 3 recipients by name (Sarah, John and Mike). For 4 and more recipients, displays only the first name of the first person in the “To” field. |
|
Sender first name |
Displays the first name of the person in the “From” field. |
|
Meeting title |
Displays the title of the meeting that triggered this email. |
|
Meeting date |
Displays the date of the meeting that triggered this email. When relevant, date is preceded by “yesterday,” “today,” and “tomorrow”. |
|
Meeting hour |
Displays the hour of the meeting, in AM/PM time format, that triggered this email. |
|
Recording link |
Displays the link to the recording that triggered this email. |
|
Email subject |
Displays the subject of the email that triggered this email. |
|
Recipient job title |
Displays the job title of the person in the “To” field. |
|
Recipient company name |
Displays the company name of the person in the “To” field. |