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How to create and use message templates

Save time by creating reusable messages you can send again and again without rewriting

Message templates let you save frequently used messages and pull them into any outgoing message with one click. Whether you're sending a monthly newsletter, a safety reminder, or a recurring team update — write it once and reuse it whenever you need it.

Watch the video or read the steps below.

Duration: 2 minutes

How to Create a Template — Admin Users

Admins create templates through the Settings menu.

  1. Click Settings in the main navigation
  2. Click Templates
  3. Click New Template in the top right corner
  4. Fill in the following fields:
    • Name — give your template a clear, descriptive name (e.g., "Newsletter January," "Safety Reminder," "Open Enrollment")
    • Category — assign a category to keep your templates organized
    • Message — type or paste your message content
    • Type — choose who can access this template:
      • Account — all users in the account can see and use this template
      • Personal — only you can see and use this template
  5. Click Create

Your template is now saved and ready to use.

How to Create a Template — Manager Users

Managers don't have access to the Settings menu, so they create templates through their profile instead.

  1. Click your profile icon in the top right corner
  2. Click Profile
  3. Click Templates
  4. Click New Template
  5. Fill in the same fields: Name, Category, Message, and Type
  6. Click Create

The process and the result are identical — the only difference is where managers navigate to get there.

How to Send a Template

Once your template is created, here's how to use it when sending a message:

  1. Click Messaging in the main navigation
  2. Select your contact type (e.g., Employees)
  3. Select your audience — choose all employees or filter to a specific group
  4. Click Compose Message
  5. Click Template
  6. Find and click your template from the list — it will drop directly into the message box
  7. Make any edits or tweaks you need for this specific send
  8. Send, schedule, or save as draft

💡 Tip: Templates are a starting point, not a locked message. You can always make on-the-fly edits after selecting a template — for example, updating a date, adding a specific detail, or personalizing the opening line — before hitting send.

Account vs. Personal Templates

Type Who Can See and Use It
Account All users in the goHappy account — ideal for company-wide messages that multiple managers might send
Personal Only you — ideal for messages specific to your own workflow or audience

💡 Example: An Admin might create an Account template for a monthly all-staff newsletter so any manager can send it to their team. A manager might create a Personal template for a message they send to their specific location every week.

Managing Your Templates

To view, edit, or delete existing templates:

  • Admins — go to Settings → Templates
  • Managers — go to Profile icon → Profile → Templates

From there you can see all templates available to you, edit any existing template, or create new ones.

Can I use tokens in a template? Yes. You can include personalization tokens (like First Name) in your template. When the template is used in a message, the tokens will populate with each employee's individual data at send time.