Overview

Email templates in CaterZen’s CRM Sales Pro help your team send polished, personalized messages in seconds. Whether you’re following up with new leads, reconnecting with past catering Customers, or running seasonal marketing campaigns, templates save time while keeping every message consistent with your brand.


Templates work seamlessly across Gmail, Sales Pro Sequences, and Email Marketing, giving your catering team the flexibility to communicate at every stage of the Customer journey; from first touch to repeat order.

Before You Begin

An active CRM Sales Pro license is required to use CRM Sales Pro Email Templates. 

If you do not see Email Templates under your CRM menu, contact CaterZen Support for assistance.


Connect your Google integration before sending emails through the CRM’s Gmail tab or using automated email steps in Sales Sequences. These emails send through your connected Gmail account. For setup instructions, see CRM - How to Set Up Google Integration.


Creating or publishing a template does not send an email. It makes the message available for use in the appropriate email feature.

Creating Email Templates

Email templates allow your team to save and reuse messages for common catering scenarios; such as quote follow-ups, new-lead outreach, or post-event thank-yous.

To create a new template:

  • Go to CRM → Email Templates.

  • Click Create New Template.

  • Enter a clear Template Name (e.g., “Corporate Catering Follow-Up,” “Holiday Thank You,” “Graduation Promo”).

  • Add a Subject Line that will appear in your Customer’s inbox.

    • Use merge tags like [First Name] or [Company Name] to personalize automatically.

  • Choose a Type:

    • CRM (Gmail): for one-to-one outreach from contact records.

    • Sequence: for automated follow-ups in Sales Pro Sequences.

    • Campaign: for bulk or marketing-list emails.

  • Set the Status:

    • Draft – still being created or tested.

    • Published – live and ready for use.

  • Choose Visibility:

    • Private – visible only to you.

    • Public – available to your whole team.

  • Write your message, add merge tags where needed, and click Create Template.

Once saved, templates appear in your main list and can be edited, duplicated, or deleted at any time.

Using Templates Across CRM Sales Pro

Sending from Gmail

When emailing directly from a contact record → Gmail tab:

  • Choose a template from the Template dropdown or use the search bar.

  • Edit or personalize before sending.

  • With proper permissions, you can update the existing template or save it as a new one.


Templates automatically merge each contact’s details, making every message feel personal while staying professional.

Adding to a Sequence

When building automated Sales Pro Sequences, templates power your email touchpoints.

  • Add an Automated Email step and select a template.

  • Or create a new one directly within the sequence builder.


Once published, the emails send automatically based on the sequence schedule, ensuring consistent, branded communication every time.


Automated Sequence emails send through the enrolling user’s connected Gmail account. The Google integration is required before using these email steps.

For instructions, see CRM Sales Pro: Create Automated Sales Sequences.

Use Email Templates with Marketing Lists

Once your team has a few great templates, use them in your Email Marketing Campaigns.

Go to Marketing → Email Marketing → Create Campaign from Template, and you’ll see the Evergreen Templates section. These are reusable messages you can send anytime for:

  • Seasonal promotions (e.g., Graduation Catering Specials)

  • Holiday offers

  • Monthly newsletters or menu updates

To launch your campaign:

  • Click Create Campaign from Template.

  • Select a “Campaign” type template.

  • Edit the subject or content if needed.

  • Personalize using merge tags such as [First Name] or [Company Name].

  • Send to your chosen Marketing List.

You’ll deliver professional, branded messages to large groups; no copy-pasting required.


Marketing Lists help you identify the Customers you want to contact. Email Templates provide the messages you will use for that outreach. For example, create a Marketing List of Customers who have not ordered in the last six months, then use a Campaign template for a Bulk Email Campaign or enroll selected Customers in a Customer Reengagement Sequence that uses Sequence templates.

A Marketing List filter template saves your search criteria. An Email Template saves your message.


For instructions, see CRM Sales Pro: Create and Use Marketing Lists.

Why Sales Teams Love Email Templates

  • Speed: Create once, use endlessly.

  • Consistency: Every message matches your catering brand.

  • Personalization: Merge tags keep emails friendly and 1-to-1.

  • Scalability: New reps can start selling immediately using proven templates.

  • Tracking: Combine with Sequences or Campaigns to measure engagement and ROI.

Best Practices

  • Keep messages conversational; like you’re talking to your favorite catering Customer.

  • Use merge tags thoughtfully for natural personalization.

  • Keep formatting simple for mobile-friendly viewing.

  • Refresh messaging each season for relevance.

  • Share public templates so your entire team speaks with one consistent voice.

Related Articles

Summary

Email Templates in CRM Sales Pro make professional, personalized communication simple and scalable. Build a shared library of branded messages to use in Gmail, Sequences, and Campaigns; helping your catering sales team stay consistent, save time, and grow revenue with confidence.


For additional help, visit the CaterZen Support Center or contact our CaterZen Support Team


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