Email templates let you save and reuse the messages you send most often. Each company can have up to three signatures, with one set as the default and the others available to switch to for any email. Templates also support file attachments, smart fields for personalization, and inline images, though inline images aren’t supported in bulk emails sent from Contacts. In that case, attach the images as files instead.
Create an email template on the web
From the navigation menu, select Templates > Emails
Choose a starting point:
Edit an existing template, or
Select Create new > Email to start from scratch
Customize your email:
Template name — Select and update the name at the top
Subject — Edit directly in the “Subject” field
Write your email body, then use the toolbar to customize it. Select:
Formatting options to adjust text style
Insert emoji to add an emoji
Insert link to add a hyperlink
Add images to your emails to embed an image inline in the email body. You can upload from your device, drag and drop, or choose from your existing HoneyBook assets. Once inserted, images can be reordered and resized.
Insert smart field to auto-populate client and project details. To learn more, see Add smart fields to emails.
Add your email signature to insert your signature in your sign-off area. If you have a configured email signature and the feature is enabled, new email templates may start with your default signature already attached; you can still change or remove it in the template. To learn more, see Create your email signature on the web.
Attach images or files to attach an image or file from your Library or upload a new file. Select the X icon next to an attachment to remove it.Supported file types are PDF, JPG, PNG, and DOC (max 8 MB per file)
If you save an email template with an attachment, that attachment is included every time the template is used
To learn more, see Attach files to emails from within a project
Insert unsubscribe link to add an opt-out link
Select Save to apply your changes.
Once created, your template is available to insert whenever you're sending an email
After you save a new email template, you’ll see a success message with a Go to template link that opens that template directly in the email template editor.
If an inline image in the email body fails to upload when you send, the email won’t send, and you’ll see this message: “Couldn’t upload one or more images. Please remove them and try again.”
If you apply a template in the batch email composer, HoneyBook shows an information message if embedded images were removed from that template.
Add smart fields to emails
Smart fields automatically insert details from your business, client, or project into your emails — no manual personalization needed. They work in email templates, project workspace activity feed messages, smart file share emails, and automated emails.
📣 Note
Always check that smart fields are filled before sending to avoid empty placeholders appearing in your email.
Add a smart field
While writing or editing your email, select
Insert smart field in the toolbar, or enter {to open the smart field dropdown listSelect the field you want to insert
If a project has more than one date, each date gets its own numbered set of fields — Project date 1, Project date 2, and so on — with a title, start date, end date, start time, end time, and location for each
For example, on a project with an engagement session and a wedding day, you'd see separate fields like Project date 1 title, Project date 1 start date, Project date 2 title, Project date 2 start date, and so on — insert whichever date and attribute is relevant to this email
Review your email to confirm all fields are populated correctly — with multiple project dates, double check you've inserted the date you meant (for example, the wedding day, not the engagement session), not just that a field is filled
Select Send, or the dropdown to Schedule send at a later time
📣 Note
In an email template that isn't tied to a specific project, Project date 1, Project date 2, etc. stay generic placeholders until the template is used on an actual project
If that project has fewer dates than the template references (for example, the template includes a Project date 2 field, but the project only has one date), that field will appear empty — review your email before sending to catch this
Common smart fields
First client first name — Personalizes greetings with the first client added to the project
Company phone number — Keeps your business contact information consistent across all emails
Project date [1, 2, 3...] — Adds a specific project date to scheduling or confirmation emails
Each date on a project gets its own numbered set of fields: title, start date, end date, start time, end time, and location
For a project with multiple dates — an engagement session, wedding day, and rehearsal dinner, for example — insert the specific date and detail you need (like Project date 2 start date for the wedding day)
Every date on the project also appears on your HoneyBook calendar
Project type — Adds details like "Wedding" or "Branding Session" to booking confirmations
Create your email signature on the web
You can save up to 3 email signatures per company. HoneyBook provides a default signature prefilled with your company details — customize it to match your branding, or add more.
From the navigation menu, select your company logo > My account
Select Email
Under “Email signature,” use the signatures list to manage your saved signatures.
Select + Add signature to create a new one (up to 3 total)
Select
More options (vertical ellipsis icon) on an existing signatureedit it, rename it, set it as default, or remove it.If you have multiple signatures, enter or update the signature name while editing to help identify each one.
When a signature exists, you’ll also see Add signature automatically to emails below the signature preview.
If you haven't created a signature yet, you'll see an empty state prompting you to create your first email signature
Customize your signature:
Text — Type directly into the editor to add or delete content
Formatting — Highlight text and use the toolbar to adjust style
Image — Select where you want the image, then select Insert image in the toolbar to open the image picker modal and upload an image or choose from your Library
Images must have a 1:1 ratio. Only one image can be included per signature.
Select the image to adjust alignment (left, center, or right)
Select
More options (vertical ellipsis icon) on an existing signature > Set as default on whichever signature should be used automaticallyYour default signature appears with a Default badge and is used automatically on new emails unless you choose a different signature before sending.
You can’t delete the default signature until you set another saved signature as the default first.
Select Save to apply your changes.
If you try to close the editor with unsaved changes, you'll be asked whether to discard them.
Automatically sign every email
Instead of inserting your signature manually each time, you can turn on Add default signature to new emails to automatically attach your default signature to every outgoing email.
This toggle is labeled Add signature automatically to emails, and covers emails composed in HoneyBook. If you haven't created a signature yet, the toggle is disabled and shows Add a signature first.
If you have more than one saved signature, auto-attach always uses whichever one is set as default.
To send a specific email with a different signature, override it for that email
Email templates keep the signature they were saved with. A new template may start with your default signature attached for eligible users, but changing your account default or switching signatures for a one-off email won’t affect it.
A member who wants a different signature in a template adds it there directly
Override your signature default for a single email
Even with Add default signature to new emails turned on, you can still remove the signature or choose a different one for an individual email, without changing your global default. If needed, remove the signature from an individual email before sending without changing your account setting.
If needed, remove the signature from an individual email before sending without changing your account setting.
As you compose an email, use the signature control in the bottom toolbar to insert or remove your signature.
Turn the signature off to hide it, or select a different saved signature to use for this email only.
Select Manage signature to open your Email settings to add, edit, or set a new default signature — your draft is preserved while you do
Attach files to emails from within a project
From the project workspace activity feed email composer, you can attach files 4 ways:
From your Library — Select
Attach (paper clip icon) > Choose from library, then pick an image or file from your LibraryFrom your computer — Select
Attach (paper clip icon) > Upload image/file, then drop the images or files you want to upload, or select choose filesCreate a new smart file (web only) — Select
Attach (paper clip icon) > + Create new file to open the smart file builder and attach a new file directlyAttach an existing smart file — Select
Attach (paper clip icon), then choose an existing smart file from your account
Still have questions? Feel free to send us a message by selecting the Question Mark icon on any HoneyBook page. Our team is always happy to help!