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How To Use Hubspot Templates

This guide focuses on creating, managing, and using email templates in HubSpot, with examples based on the provided list.

HubSpot Templates let you save time by creating reusable email drafts for common patient communications. This guide shows you how to set up, edit, and use templates like weekly check-ins or onboarding emails. We’ll use examples from your current templates to make it practical. Let’s get started!
 

Step 1: Log In to HubSpot

  • What to Do: Open your browser and go to HubSpot’s login page. Enter your email and password.
  • Tip: Bookmark this for quick access or use a saved login.
  • Why: You need to be in HubSpot to manage templates.

Step 2: Access the Templates Area

  • How:
    1. From the HubSpot dashboard, hover over Marketing in the top menu.
    2. Click Email from the dropdown.
    3. On the Email page, look for Templates (it might be a tab or button, depending on your setup—usually in the top-right or sidebar).
    4. Click Templates to see your list.
  • What You’ll See: A list of existing templates (e.g., “A Semaglutide/Tirzepetide Weekly Check in”).
  • Why: This is where all your email templates live.

Step 3: Create a New Template

  • How:
    1. In the Templates section, click Create Template or New Template (it might say “+ New”).
    2. Give it a name:
      • Pick something clear, like “A Semaglutide/Tirzepetide Weekly Check in” or “Mary - Semaglutide Therapy - Getting Started HHQ and BW Pay Link.”
    3. Write the email:
      • Subject Line: Add a short, relevant subject (e.g., “Your Weekly Check-In!”).
      • Body: Type the text you want to reuse. Example for “A Semaglutide/Tirzepetide Weekly Check in”:
         
         
        Hi [First Name],

        It’s time for your weekly check-in! Please reply with:
        - Appetite:
        - Cravings:
        - Energy levels:
        - Current weight:
        - Last dose (in units):
        - Any questions?

        Don’t increase your dose without my okay—let me know how you’re doing!

        Best,
        [Your Name]
    4. Add personalization (optional):
      • Click the Personalize button (looks like a token or “{}”) and select fields like “First Name” to auto-fill patient info.
    5. Click Save or Save Template.
  • Why: Saves you from typing the same email over and over.

Step 4: View and Organize Your Templates

  • How:
    1. Back in the Templates section, you’ll see all your templates listed.
    2. Search or sort:
      • Use the search bar to find “Semaglutide” or “Mary” templates.
      • Sort by name or date if needed (look for a filter icon).
  • Your Current Templates (Cleaned Up):
    • A Semaglutide/Tirzepetide Friday Weekly Check in
    • A Semaglutide/Tirzepetide Monthly Check
    • A Semaglutide/Tirzepetide Supply and Weekly Check in
    • A Semaglutide/Tirzepetide Weekly Check in
    • A Semaglutide/Tirzepetide Weekly Check in - Slow Losing
    • A Semaglutide/Tirzepetide Weekly Check in Holiday Off
    • A Semaglutide/Tirzepetide Weekly Check in New Products
    • A Semaglutide/Tirzepetide Weekly Check in NSV
    • Both Semaglutide/Tirzepetide Therapy - Getting Started HHQ and BW Pay Link
    • GLP-1 Follow up to Pre Call Email
    • New Wellness Coordinator
    • NWS Incoming HHQ
    • NWS Semaglutide - Pre Call Template
    • NWS Semaglutide - Pre Call Template Follow Up
    • Renew Life RX - Getting Started HHQ / BW Links and Overview
    • RenewLifeRX - BloodWork Results
    • RenewLifeRX - Follow up Pre Call Template
    • RenewLifeRX - Pre Call Template
    • RenewLifeRX/Prime - Pre Call Template
    • Semaglutide - First Dosage After Call - What to Expect
    • Semaglutide - Pre Call Template
    • Semaglutide Therapy - Approved for Program Address Confirmation
    • Semaglutide Therapy - Dosing Chart
    • Semaglutide Therapy - Getting Started - Outside Labs
    • Semaglutide Therapy - Getting Started HHQ and BW Pay Link
    • Memaglutide Therapy - Refill Due
    • Semaglutide Therapy - Scheduled Call Getting Started HHQ ONLY
    • Semaglutide Therapy Pre Shipment First Dose Semaglutide
    • Semaglutide Therapy Pre Shipment First Dose Tirzepetide
    • Memaglutide/Tirzepetide Before First Dose Call
    • Semaglutide/Tirzepetide NWS Before First Dose Call
    • Semaglutide/Tirzepetide Therapy - Follow up for Getting Started HHQ and BW Pay Link
    • Tirzepetide Dosing
    • Tirzepetide - Getting Started HHQ and BW Pay Link
    • Tirzepetide - First Dosage After Call - What to Expect
    • ROS Pre Apt. Email
  • Why: Keeps your templates easy to find and use.

Step 5: Use a Template to Send an Email

  • How:
    1. Go to the patient’s profile:
      • Click Contacts, search their name, and open their profile.
    2. Start an email:
      • Click Email (usually a button like “Send Email” or an envelope icon).
    3. Insert the template:
      • In the email editor, click Templates (a dropdown or button).
      • Scroll or search for the template (e.g., “A Semaglutide/Tirzepetide Weekly Check in”).
      • Click it to load the text into your email.
    4. Edit as needed:
      • Add specific details (e.g., “Your last dose was 0.5 mg on 2/20/25”).
      • Check that personalization (like [First Name]) pulls the right info.
    5. Send:
      • Click Send to email the patient through HubSpot.
  • Example: Use “Mary - Semaglutide Therapy - Getting Started HHQ and BW Pay Link” to send Jane Doe her onboarding email with links.
  • Why: Templates save time while keeping your messaging consistent.

Step 6: Edit an Existing Template

  • How:
    1. Go to Marketing > Email > Templates.
    2. Find the template (e.g., “A Semaglutide/Tirzepetide Weekly Check in - Slow Losing”).
    3. Click its name or the Edit button (might look like a pencil).
    4. Update the text:
      • Example: Add “How’s your water intake?” to the weekly check-in.
    5. Click Save or Update.
  • Why: Keeps templates current as your process evolves.

Step 7: Delete a Template (If Needed)

  • How:
    1. In the Templates section, hover over a template (e.g., an outdated “Holiday Off” version).
    2. Click the Actions dropdown or a trash icon.
    3. Select Delete and confirm.
  • Why: Removes clutter so you only see relevant templates.

Step 8: Use Templates in the Onboarding Process

  • How It Fits Your SOP:
    • Initial Contact: Use “Mary - RenewLifeRX - Pre Call Template” for intro emails.
    • Post-Consultation: Send “Mary - Semaglutide Therapy - Getting Started HHQ and BW Pay Link” with links.
    • Weekly Check-Ins: Rely on “A Semaglutide/Tirzepetide Weekly Check in” for weight loss patients.
    • First Dose: Use “Mary - Semaglutide Therapy Pre Shipment First Dose Semaglutide” before their unboxing call.
  • Tip: Match the template to the step (e.g., “Refill Due” for order management).
  • Why: Streamlines communication and keeps patients engaged.

Quick Tips for Success

  • Name Clearly: Use descriptive names (e.g., “Weekly Check in - Slow Losing”) so you know what’s what.
  • Test First: Send a test email to yourself to check formatting and personalization.
  • Keep It Short: Templates should be concise but flexible for edits.
  • Organize: If you have lots of templates, consider folders (HubSpot may support this—check Settings).

Example Workflow

  • Patient: Jane Doe
  • Templates Used:
    1. “Mary - Semaglutide Therapy - Getting Started HHQ and BW Pay Link”
      • Sent 2/27/25 after consultation with links.
    2. “Mary - Semaglutide Therapy Pre Shipment First Dose Semaglutide”
      • Sent 3/1/25 before her first dose call.
    3. “A Semaglutide/Tirzepetide Weekly Check in”
      • Sent 3/7/25 for her first weekly update.
 
 
This guide walks you through using HubSpot Templates from creation to application, with examples from your cleaned-up list. It’s practical, tied to your onboarding process, and beginner-friendly. Let me know if you’d like more detail or additional examples!