Create and send an email template

Build an email once in Email Templates, then send it from any transaction's Email Composer tab, where KeyFlow fills in the client's name, property address, and dates from that specific deal.

Before you start

• A template cannot carry an attachment. There is no transaction to upload a file to or pick one from until the template is attached to a deal, so the attachment tools only appear later, in the Email Composer.

Steps

1. Open Email Templates from the main navigation.

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2. Click the folder this template belongs in. System folders, Buyer, Seller, and Rent/Lease, are pinned at the top; anything of your own goes in a folder you create from the ⋯ More options menu's New folder.

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3. Click + New template.

4. Write the Subject and the body. Insert tokens from the token panel for anything that should come from the deal: client name, property address, closing date, and more. A token looks like {{client.firstName}} or {{transaction.propertyAddress}}; a token KeyFlow does not recognize is left in the sent email as literal text, so use the panel to insert one rather than typing it from memory.

5. Optional: click Full preview to see the template filled in with fictitious sample data before you save, rather than guessing at the layout.

6. Click Save template.

One thing worth doing that is easy to skip: put the template in the System folder that matches its transaction type, not the kind of client it goes to. A closing-week email for a buyer belongs in Buyer, even if you think of it as "the one I send nervous first-timers." The folder is what makes it findable later from inside the deal it applies to.

Send it from a deal

1. Open the transaction and go to its Email Composer tab.

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2. Choose a template from the picker next to your name. KeyFlow resolves it against the transaction you already have open, so there is no separate transaction to pick.

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3. Read the resolved message. KeyFlow fills in every token against that specific deal's real data the moment you pick the template: the client's name in the greeting, the property address in the body, dates that match the deal's actual timeline, not a generic placeholder.

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4. Edit anything by hand, or click AI if a section needs rewriting rather than just filling in.

5. In the To field at the top, add people to To or Cc. The picker is grouped by role: Clients, the agent on the other side of the deal, Title company, Lender, Transaction coordinator, and Team. Search a name or role, or type an email address directly to add anyone who is not already attached to the deal.

6. Attach files from the toolbar if you need to, then click Send via Gmail.

What you should see

The draft auto-saves to the transaction as you type, so navigating away and back does not lose it. Only a sent email leaves a mark: it is logged to the transaction's activity feed once it actually goes out, not before.

When it doesn't work

• A token prints as literal {{...}} text in the sent email instead of a real value. That means the token was mistyped or does not exist; insert it from the token panel rather than retyping it, so it matches a real field exactly.
• There is no inline "Preview" tab in the template editor while you write. Click Full preview instead; it opens the same resolved-against-sample-data view in a separate modal.