How to Use Message Templates

Message templates save you time by providing pre-written emails for common communications. Instead of typing emails from scratch, you can use and customize templates for different situations.

What Message Templates Include

Email templates automatically include:

Your company logo
Pre-written text appropriate for the situation
Links when needed (like "click to view invoice")
Professional formatting

Accessing Message Templates

Go to Settings (gear icon)
Click Communications
Select Message Templates

Built-in Templates

Roof Chief includes several ready-to-use templates:

Appointment confirmation
Email with photos
Invoice payment requests
Other common business communications Each template supports a specific part of your business process.

Editing Templates

To customize a template:

Click on the template you want to edit
Modify the text to match your company's tone and style
Add or remove information as needed
Update the sender if needed (templates can be sent from the assigned salesman or changed to always come from your office manager)

Using Short Codes

Short codes automatically insert specific information into your emails:

Contact's first name - personalizes the greeting
Job site address - helps customers identify which project you're referring to
Invoice links - provides direct access to invoices
Other job details - found in the short codes dropdown menu To add short codes:

Place your cursor where you want the information to appear
Select from the dropdown menu (like "job site street" for the property address)
The software automatically fills in the correct information when sending

Customizing Subject Lines

You can create custom subject lines for your templates:

Add specific text like "Your invoice from XYZ Roofing"
Include short codes in subject lines for advanced customization
Default subject line is "Attention [Customer Name]"

Using Templates

When sending any email from Roof Chief, simply select the appropriate pre-saved template instead of writing from scratch. This ensures consistent, professional communication while saving time.