How Templates Work

gmail

Overview

The Support@ email account contain various pre-written responses to common inquiries. These email drafts can be easily manipulated and customized as needed, but the goal of these templates is to make our responses consistent and expedite the amount of time it takes to reply. The Support email should be checked regularly throughout your shift as all emails should be handled within 24 hours of the inquiry. Read the responses to familiarize yourself with the content in each.

Login Info

Gmail: (location)@hubbardswim.com email Password: see management

How To

Open a new email or an existing one to respond to. In the lower right corner of the screen click the "More Options" arrow or 3 dots arrow and select "Templates".

Select the response most appropriate. To insert the response into the email, Click the title of the response from the “Insert” section of the list. Notice the grey "Insert" at the top of this list - this is the section you will select your email from - If you scroll down in the list the email titles will repeat under grey titles "Save" or "Delete". DO NOT do anything to these please. If you select something under these sections the computer will pop up a prompt asking if you want to override the Template. PLEASE DO NOT!

When replying to an email, select "Send & Archive" rather than just "Send." This will remove the stream of emails from the inbox and file them only under "All Mail" until the contact responds (or for good if this email is the last in the string of messages). This will help keep the inbox clean; only hit "Send" (without Archive) on emails that should remain in the inbox because you are still working on that email.

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