Templates help speed up your communication without losing your personal touch.
When you find yourself repeatedly sending the same information in an email or a text, it's time for a template. After all, nobody likes re-creating the wheel.
Setting up and using your own personal templates is a breeze, and Loxo has simple ways to create templates for emails, SMS, Person Notes, and Outreach Campaigns.
Create Your Own Email or SMS Template
You can build a library of your very own messaging, even using Loxo's AI to help you generate templates for future use (Professional and Enterprise plans only). For emails or SMS you find yourself sending frequently, follow these steps to create as many templates as you need:
Click into Settings > Organization > Templates.
Choose the type of template you would like to create using the tabs at the top, then click the blue "+ Add" button in the upper right corner.
Note: If you want to create a Campaign template, you can do so from the Outreach Page. You will set up the Campaign, and then click the Gear icon in the upper right corner to "Save as template."
Edit Your Email or SMS Templates
Email response rates and deliverability are as much art as they are science, and there's something to learn from each message that is sent. Templates can be edited anytime once they're created, so you can adjust your wording and structure as you learn what works best for your business. To edit a template:
Navigate to Settings > Templates and locate the template you want to edit.
Note: Campaign templates cannot be edited. To edit a Campaign template, you can navigate to the Outreach page, use the existing template to create a new Campaign, make any needed changes, and then save an updated template.Click on the template name to open the "Edit Template" window. Here, you can rename the template and adjust the messaging.
Pro Tip: Use Merge Tags to personalize the template for each recipient automatically.Person Tags pull in personal information, such as name or location, directly from the recipient's profile.
Job Tags pull information about a job, such as the hiring company or a job description.
Note: If you are using Job Tags, the email or SMS that you send must be sent from within a Job Pipeline in Loxo to populate as expected. For example, if you send a template that includes a Job Tag to someone directly from your People Page, the email will not be linked to a specific job, so those fields will be left blank.
Be sure to click 'Save' in the bottom right corner when you've finished editing your template.
Share an Email Template
Loxo embraces the power of sharing your best with your team, especially when it comes to saving time. Sharing templates can lead to a lot of time-saving. Read below to share your best work with teammates.
Navigate to Settings > Templates and locate the template you want to share.
Click the template name to open the "Edit Template" window.
Use the "Share with team?" checkbox in the bottom left if you want to make this template available to your team members. Then click "Save" in the bottom right.
Once saved, you can edit the template again at any time from the Templates Page.
The next time you send an email or SMS, you will see the option to insert a template. Use the dropdown menu to select a template to add directly into your email or text message.
Pro Tip: Save your name and contact info as an SMS Template that you can use as a signature anytime you text someone for the first time.
Campaign Template Proven Practices
When you first create a Loxo Outreach™ Campaign, you have the option to create one from scratch or to use one of our pre-made templates.
Remember: You can adjust Campaign text at any time. However, changes to a Campaign's setup or settings must occur before prospects are added.
Rename the Campaign
When you first create a Campaign using a template, it will keep the template's name. If you create a Campaign directly from a job, it will copy over the job name. Navigate to the Settings tab using the Gear icon in the upper right corner of your Campaign, and be sure to rename the Campaign something you can easily find later!
Customize Text
Loxo's pre-built Campaign templates are meant to be a starting point for a Campaign of your own. We have several Campaigns to help you get started with candidate and client outreach, but the most successful Campaigns are the ones that our customers customize to reflect their own businesses. Adding details about how you can personally help clients meet their hiring goals or about how the job is a perfect match for a candidate can go a long way.
Replace Capitalized Text
There are several places in all of the Loxo-provided templates that require you to update certain text. Make sure to replace any text that is in all caps with brackets. For example, in the Biz Dev templates, there are several references to "[FIRM NAME]." Make sure to replace the capitalized text with your own agency's information.
Consider Stages
Think about what stages will be the most meaningful for you. Some recruiters prefer to be on the phone all day with candidates, whereas other recruiters prefer to do most of the talking over email or text. Remove any stage types you know you won't use, and add more of the stage types that you prefer.
Think About Timing
What is your runway for this campaign? Do you want to bombard candidates with several emails and texts in a short time frame, or do you want to make sure you are checking in every couple of weeks on prospective clients? The template timings are just a recommendation; be sure you know what timing works for you and consider utilizing your Campaign Operating Hours.
Review, review, review!
Once you add people to your Campaign, your ability to add and edit stage types is limited. Make sure you have double-checked all the stages before adding any people.