Creating, Using, and Managing Templates

Templates are a great way to save time. You can use them for any aspect of your business, from recruiting to onboarding to staying organized. BrokerKit supports five template types:

• Email Templates — save subject lines, body text, and attachments
• Text/SMS Templates — save message body and media (MMS)
• Appointment Templates — save subject, body, duration, time, timezone, and location
• Task Templates — save name, description, category, priority, assignee, and status
• Note Templates — save note body text

Quick answer - Custom task names
If you want a task name other than the default "Follow Up" - for example, "Actual Conversation" - create a Task Template with that value in the Task Name field. When users apply that template, Brokerkit fills in the saved task name, category, description, priority, assignee, and status. If other users on your account should use it, select Share template when you create the template. Due dates and related contacts are still set per task.

Templates are available wherever you compose emails, texts, appointments, tasks, or notes throughout BrokerKit — including the Lead Drawer, Bulk Actions, Campaigns, Quick Actions, and Appointment Forms.

Creating a Template

The process for creating a template is the same across all five types:

1. Open the form you want to create a template for (email, text, appointment, task, or note).
2. Fill in the fields as you would normally, but avoid using specific names, dates, or other information that changes between uses. Instead, use the Variables drop-down menu to dynamically insert the lead's name, their company, or the person that referred them. Using variables ensures the template works with any lead.
3. Click Select a Template, then choose Create New Template.
4. Give your template a descriptive name.
5. If you are an Admin and want other users on your account to be able to use the template, select Share template. Leave it unchecked to keep the template personal. This checkbox is only available to Admins.
6. Click Save.

Your new template is ready to use. Shared templates are available to everyone in your account; personal templates are only available to their creator.

Email Template Example

From the Recruiting or Retention screen, select an agent to open their profile. Along the top action bar, click Email. Compose your message using variables, then save it as a template.

Text Template Example

Select an agent from the Recruiting or Retention screen to open their profile. Along the top action bar, click Text. Compose your message using variables, then save it as a template.

After choosing Create New Template, complete the dialog below. If you are an Admin and want everyone in your account to be able to use the template, select Share template before saving.

Using a Template

Once you've saved a template, you can apply it any time:

1. Open the relevant form (email, text, appointment, task, or note).
2. Click Select a Template.
3. Choose the template you want from the list — your form fields will be filled in automatically.
4. Make any changes you need before sending or saving.

Managing Templates

After selecting a template, you can manage it from the Options menu:

• Save Changes — update the template with any edits you've made
• Delete — remove the template entirely
• Share template — make your own private template available to everyone in your account (Admins only)
• Unshare — make your own shared template private again (Admins only)

The Share template and Unshare options appear only for Admins and only on templates they created.

Sharing Templates

Share a New Template

When you create a template, Admins can select Share template before clicking Save. This makes the template available to everyone in the account. Leave the checkbox unchecked to keep the template personal.

Share an Existing Template

If you already created a personal template and later want to share it:

1. Open the relevant form and choose the template from Select a Template.
2. Open the Options menu next to the template selector.
3. Select Share template.

Only Admins can share a template, and they can only share templates they created.

Unshare a Template

To make one of your shared templates personal again:

1. Choose the template from Select a Template.
2. Open Options.
3. Select Unshare.

The template is then private and is no longer available to other users in the account.

How Shared Templates Work

• Shared templates appear in other users’ template pickers with the creator’s name, for example, “Follow-Up Email (Shared - J. Smith)”.
• Other users can apply a shared template but cannot edit the original.
• If another user needs an editable version, they can select the shared template and choose Options → Copy to my templates. Their copy starts as a personal template.

Template Fields by Type

Each template type saves different fields so your form is pre-filled with the right information:

All template types also store a title and owner information.

Where Templates Are Available

Templates are accessible wherever you compose content in BrokerKit:

Tips

• Use Variables in your templates to keep them flexible and reusable across different leads.
• Admins: select Share template when creating a template, or use Options → Share template for an existing template you created.
• To stop sharing an existing template you created, select it and use Options → Unshare.

Adding CC and BCC to email templates is not supported yet, but please visit this link and vote on the idea to receive a notice when the feature is deployed.

What's New: Variables in Task and Note Templates

Task and Note templates now support the Variables menu in the matching task and note workflows. You can use supported Contact, Owner, Referrer, and Alert variables when preparing reusable task names, task descriptions, or note bodies, including supported campaign and bulk paths.

Owner variables include {{ownerName}}, {{ownerFirst}}, {{ownerLast}}, {{ownerEmail}}, {{ownerPhone}}, and {{ownerCompany}}. BrokerKit warns before saving unsupported or context-invalid tokens and provides a save-anyway option that keeps unsupported tokens literal.