Reply Templates

Reply Templates are reference examples that the AI uses when generating email replies in the Inbox. Each template describes a scenario (what the creator said or did) and a response intent (how you want to respond), along with a sample reply body. When you ask the AI to generate a reply, it automatically finds the most relevant templates and uses them as guidance to craft a response in your style and tone.

Reply Templates are not sent directly as emails. They are building blocks that teach the AI how you prefer to handle different conversation scenarios.

Accessing templates

Navigate to Outreach > Reply Templates in the sidebar.

How templates work

Each reply template has the following fields:

• Creator Trigger — The scenario or signal from the creator's side. For example: "Ask Rate/Budget", "Counter Offer", "Accept Collaboration", "No Reply", etc.
• User Intent — What you want to express in response. For example: "Explain Budget", "Negotiate Rate", "Confirm Collaboration", "Polite Decline", etc.
• Content — A sample reply body that demonstrates how you would respond in this scenario. This is what the AI references when generating a reply.
• Notes — Optional tips or context to guide the AI's behavior.

When you use the Generate Reply feature in the Inbox, the AI:

1. Analyzes the conversation thread and your intent.
2. Searches your reply templates to find matches based on the creator's last message and your intent.
3. Uses the most relevant templates as reference to generate a reply that matches your style.

Preset categories

The system provides preset categories for both Creator Trigger and User Intent to help you organize templates consistently:

Creator Trigger presets: Ask Rate/Budget, Ask Product Details, Ask Timeline, Ask Payment Terms, Ask Contract, Propose Rate, Counter Offer, Accept Collaboration, Decline, Replied with Address, Delivery Done, No Reply, General Inquiry, Other (Customize).

User Intent presets: Explain Budget, Negotiate Rate, Send Brief, Provide Product Info, Confirm Collaboration, Polite Decline, Follow Up, Thank & Next Step, Close Deal, Send Payment Info, Request Revision, End Collaboration, Other (Customize).

You can also enter custom values if the presets don't cover your scenario.

Creating a template

1. Click New Template.
2. Select a Creator Trigger (or enter a custom one) to describe the scenario.
3. Select a User Intent (or enter a custom one) to describe how you want to respond.
4. Write the Content — a sample reply body for this scenario.
5. Optionally add Notes with additional guidance for the AI.
6. Save the template.

Editing templates

To edit an existing template:

1. Go to the Reply Templates page.
2. Click on the template you want to edit.
3. Make your changes and save.

Learn from Reply

When composing a reply in the Inbox, you can enable the Learn from Reply option. When this is turned on, after you send your reply, the AI will analyze the conversation and your response to automatically extract new reply templates.

This is a convenient way to build up your template library over time from your actual email interactions, without having to manually create each template. The extracted templates capture the scenario (what the creator said), your intent, and the response pattern you used.

TIP

Enable "Learn from Reply" when you write a particularly good response to a common scenario. The AI will save it as a template that can be referenced in future replies.

Tips for effective templates

• Cover common scenarios — Create templates for the situations you encounter most: rate negotiations, product info requests, follow-ups, and confirmations.
• Be specific with the content — The more realistic and detailed your sample reply, the better the AI will understand your preferred tone and approach.
• Use Learn from Reply — Let the system learn from your best replies automatically rather than creating every template by hand.
• Review extracted templates — Periodically review auto-created templates from "Learn from Reply" to ensure they match your expectations.