Email Templates

Create and manage email templates with a visual editor. Templates support dynamic variables — client name, task title, due date, assignee — that are populated automatically when the email is sent. Build templates for common communications: task assignment notifications, deadline reminders, client welcome emails, and delivery confirmations. Each template uses your agency branding for a professional appearance.

Emails are sent through Resend for reliable delivery with tracking. Every email includes delivery status (sent, delivered, opened, bounced) so you know whether recipients actually received and engaged with your messages. Resend handles SPF, DKIM, and DMARC configuration for your domain, ensuring emails land in inboxes rather than spam folders.

Connect email templates to automation triggers so emails send automatically when conditions are met. When a task moves to "Client Review," automatically email the client with the deliverable and approval link. When a deadline is 48 hours away, send a reminder to the assignee. The automation system handles the logic; the template handles the presentation.

XeroFlow includes a Cloudflare Workers-based email processor that handles inbound emails. Clients can reply to notification emails and their responses are captured, parsed, and attached to the relevant task or conversation. This creates a seamless communication loop where clients can participate in your workflow through their email client without needing to log into any platform.