Using reply templates

Note: Your Algominds team can pre-load templates into your workspace. If you don't see the Add Template option, hit the Ask Algominds button and we'll set them up for you.

What you'll learn

How to set up reply templates, insert them into a conversation, personalise them, and use them without sounding canned.

Why reply templates

Templates let you respond faster, more consistently, and without rewriting the same messages every day.

Common use cases

• Partnership replies
• Lead qualification questions
• Follow-ups
• Standard client responses

When to reach for a template

• You answer the same question over and over
• You want a consistent voice across the team
• Speed matters — hot leads, partnership pings, client questions

How to insert a template into a reply

1. Click a message from the inbox to open the thread.
2. Click Reply in the message panel.
3. Click the Insert reply template icon at the bottom-right of the reply box — or just type # to pull up the template picker.
4. Pick a category (or create one — Inbound queries, Partnerships, Pricing, Client updates, etc.).
5. Give the template a short, clear name (think of it like a subject line).
6. Paste the body of the reply you want to reuse.
7. Once saved, the template is available across the whole team. You can edit it any time by clicking the category, name, or body text.
8. To use it later: click Insert reply template or type # in any reply box and pick the one you want — the content drops straight in.
9. Tweak it, then click Send.

Creating templates in a brand-new account

Templates live inside the reply UI — so you usually need an open conversation to create one. If your account is brand-new and you've got no threads yet, you can still seed the template library:

1. Click Create prospect in the top-right of the inbox and create a test prospect (your own email or a dummy address works fine).
2. Open the new empty thread.
3. Click Reply to open the editor.
4. Create your templates as described above.

Personalising before you send

Templates are a starting point — not a finished message. Before sending, you can always:

• Edit the body
• Add prospect-specific context from the thread
• Adjust the tone based on what they actually said

Best practices

Do

• Keep templates short and flexible
• Use placeholders for names and context that change
• Review every template before sending, especially client replies
• Name templates clearly so teammates pick the right one fast

Don't

• Over-personalise inside the template itself — leave room to tailor
• Send without reading it back
• Use one template for very different reply situations

What templates can't do

Templates don't auto-send replies, don't replace human judgement, and don't lock you into a fixed message. They just save you typing — a human still reads and sends every reply.