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Guide to Changing Agency System Email Templates

Learn how to customize and edit system email templates in your GHL Customer Care agency account. Learn where to find the templates and use custom values.

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On this page
  1. What All Can Be Done?
  2. How to Use It?
  3. Step 1: Access System Email Settings
  4. Step 2: Modify an Existing Template
  5. Template validation and Automatic Fallback
  6. Step 3: Create a New Template (Optional)
  7. Step 4: Customize the Logo and CTA Colors
  8. Frequently Asked Questions

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To help you maintain a cohesive brand experience, we’ve introduced a feature that lets you easily customize system email templates within your agency account. Now, you can tailor Welcome, Password Reset, and Verification emails to match your brand’s identity.

This guide covers everything you need to know about changing system email templates in your agency account.

What All Can Be Done?

  • Customizable Templates: Modify Welcome, Password Reset, and Verification emails to better reflect your brand language.
  • Logo and CTA Color Updates: Easily update your logo and customize CTA (Call-to-Action) button colors in all three email templates.
  • Easy Access and Management: Manage email templates directly from your Agency Settings

How to Use It?

Step 1: Access System Email Settings

  1. Go to Agency Settings: In your dashboard, navigate to Agency Settings.
  2. Select System Emails under the Settings section. This is where you’ll find all the system email templates available for customization.
    Step 2 of 2: Select System Emails under the Settings section. This is where you’ll… What this shows Step 2 of 2: Select System Emails under the Settings section. What this shows Shows what to choose for step 2 of 2 in the "Step 1: Access System Email Settings" section of "Guide to Changing Agency System Email Templates". This screenshot accompanies step 2 of 2 in the "Step 1: Access System Email Settings" section of "Guide to Changing Agency System Email Templates". At this point in the walkthrough you select System Emails under the Settings section. This is where you’ll find all the system email templates available for customization. Step 2 of 2Image 1 of 5 What to chooseSelect System Emails under the Settings section. This is where you’ll find all the system email templates available for customization.
    Buttons and menus referenced System EmailsGo to Agency SettingsAgency Settings
    All 2 steps in this procedure
    1. Go to Agency Settings: In your dashboard, navigate to Agency Settings.
    2. Select System Emails under the Settings section. This is where you’ll find all the system email templates available for customization. this image

Step 2: Modify an Existing Template

  1. Find the email template you wish to change (e.g., Welcome Email, Password Reset Email, Verification Email).
  2. Click on "Change Template" next to the email you want to edit.
  3. Select Subaccount: Choose the Subaccount you wish to apply the changes to.
  4. Choose Template Path: Select the folder where the template is stored.
  5. Choose the Template: Click on the template you want to edit and select Change to start modifying it.
    Step 5 of 5: Choose the Template: Click on the template you want to edit and select… What this shows Step 5 of 5: Choose the Template: Click on the template you want to edit and select Change to start modifying it. What this shows Shows what to choose for step 5 of 5 in the "Step 2: Modify an Existing Template" section of "Guide to Changing Agency System Email Templates". This screenshot accompanies step 5 of 5 in the "Step 2: Modify an Existing Template" section of "Guide to Changing Agency System Email Templates". At this point in the walkthrough you choose the Template: Click on the template you want to edit and select Change to start modifying it. Step 5 of 5Image 2 of 5 What to chooseChoose the Template: Click on the template you want to edit and select Change to start modifying it.
    Buttons and menus referenced Choose the TemplateChangeClick on "Change Template"Select SubaccountChoose Template Path
    All 5 steps in this procedure
    1. Find the email template you wish to change (e.g., Welcome Email, Password Reset Email, Verification Email).
    2. Click on "Change Template" next to the email you want to edit.
    3. Select Subaccount: Choose the Subaccount you wish to apply the changes to.
    4. Choose Template Path: Select the folder where the template is stored.
    5. Choose the Template: Click on the template you want to edit and select Change to start modifying it. this image

Template validation and Automatic Fallback

If the system detects an error in the selected or customized System Email template that would prevent the email from sending, GHL Customer Care automatically sends the email using the default system template instead.
What to Expect:
  • The email still sends (delivery does not fail because of a broken template).
  • The default system template is used only when the selected template contains send-blocking errors.
     
  • Fix the selected template to restore your customized content on future sends.
Tip: If your branding or merge fields do not appear as expected in a System Email, review the selected template for invalid or unsupported fields.

Step 3: Create a New Template (Optional)

  1. Navigate to Email Marketing > Templates.
  2. Click on Create New Template with Email Marketing templates and click on system templates
  3. Find your system email and continue with it
    Step 3 of 4: Find your system email and continue with it What this shows Step 3 of 4: Find your system email and continue with it What this shows Shows what this covers for step 3 of 4 in the "Step 3: Create a New Template (Optional)" section of "Guide to Changing Agency System Email Templates". This screenshot accompanies step 3 of 4 in the "Step 3: Create a New Template (Optional)" section of "Guide to Changing Agency System Email Templates". At this point in the walkthrough you find your system email and continue with it. The navigation path used here is Email Marketing > Templates. The next step is to design your email as needed, including adding any text, images, or branding elements. Step 3 of 4Path: Email Marketing > TemplatesImage 3 of 5 What this coversFind your system email and continue with it
    Buttons and menus referenced continueEmail MarketingTemplates
    Next stepDesign your email as needed, including adding any text, images, or branding elements.
    All 4 steps in this procedure
    1. Navigate to Email Marketing > Templates.
    2. Click on Create New Template with Email Marketing templates and click on system templates
    3. Find your system email and continue with it this image
    4. Design your email as needed, including adding any text, images, or branding elements.
  4. Design your email as needed, including adding any text, images, or branding elements.

Step 4: Customize the Logo and CTA Colors

  1. Within the email template editor, click on Settings.
  2. Here, you can upload your brand logo and adjust the Call-to-Action button colors to fit your branding.
  3. Save your changes to update the template.
    Step 3 of 3: Save your changes to update the template What this shows Step 3 of 3: Save your changes to update the template. What this shows Shows how to confirm for step 3 of 3 in the "Step 4: Customize the Logo and CTA Colors" section of "Guide to Changing Agency System Email Templates". This screenshot accompanies step 3 of 3 in the "Step 4: Customize the Logo and CTA Colors" section of "Guide to Changing Agency System Email Templates". At this point in the walkthrough you save your changes to update the template. Step 3 of 3Image 4 of 5 How to confirmSave your changes to update the template.
    Buttons and menus referenced Settingsbrand logoCall-to-Action button colors
    All 3 steps in this procedure
    1. Within the email template editor, click on Settings.
    2. Here, you can upload your brand logo and adjust the Call-to-Action button colors to fit your branding.
    3. Save your changes to update the template. this image

Frequently Asked Questions

Q: How do I revert changes if I don’t like them?

If you’d like to undo a change, you can go back to the template editor and either restore a previous version of the template or manually adjust your edits.

Q: Can I preview my email changes before sending?

Yes! You can preview your email changes before applying them using test email or preview feature of email builder

Q: If I create a custom template would the settings work?

If you are using the custom values to add logos or button color from the custom value option we provide in the builder then the settings would work.

Frequently Asked Questions (image 5 of 5) What this shows If you are using the custom values to add logos or button color from the custom value option we provide in the builder then the settings would work. What this shows Illustrates the "Frequently Asked Questions" section of "Guide to Changing Agency System Email Templates". This screenshot appears in the "Frequently Asked Questions" section of "Guide to Changing Agency System Email Templates". The text alongside this image reads: If you are using the custom values to add logos or button color from the custom value option we provide in the builder then the settings would work. Image 5 of 5 What to fill inIf you are using the custom values to add logos or button color from the custom value option we provide in the builder then the settings would work.

Frequently asked questions

What All Can Be Done?
Customizable Templates : Modify Welcome, Password Reset, and Verification emails to better reflect your brand language. Logo and CTA Color Updates : Easily update your logo and customize CTA (Call-to-Action) button colors in all three email templates. Easy Access and Management : Manage email templates directly from your Agency Settings

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