Message templates are the emails brightwheel CRM sends to families as they move through your pipeline. Write your new inquiry email once, and brightwheel fills in each family's name, your school name, and their child's name every time you send it.
We recommend customizing these messages so families hear from your school in your own words. You can update messages anytime, and changes apply to emails sent from that point on.
đ Not seeing brightwheel CRM in your account? New schools see it automatically, while existing schools need to opt in. Learn how to opt in.
How CRM message templates work
Each template is an email for a specific moment in your pipeline.
Stage emails: Sent when you move a family to a new stage and choose to send the email. If you skip it, you can send it later.
Automatic emails: Sent on their own when a family completes a form or a tour is booked, canceled, or needs a new time.
Variables: Details like the parent's name or tour date that brightwheel fills in on the message automatically from the lead's profile.
Signature: Your name, title, program, phone number, and email at the bottom of each email.
Available templates
Messages for each stage: New inquiry, Contacted, Tour scheduled, Toured, Application, Enrolled, Waitlisted, and Lost
Tour messages: Tour reminder, Tour cancellation, and Pick a tour time
Forms and paperwork messages: Send paperwork and Confirm paperwork
Customize your message templates
Brightwheel CRM includes ready-to-use email message templates for each step, so you can start sending right away, save time, and keep family communication consistent.
Log in on the web
In the sidebar menu, go to CRM > Setup
Click the Message templates tab
Customize the email for each enrollment stage, plus your tour, form confirmation, and paperwork emails
FAQs
Do I have to use message templates?
We recommend using templates as they will save you time and keep your messages consistent, but it is not required for stage emails. When you move a family to a new stage, sending the email is optional. You can skip it, or choose to send a custom email if youâd like.
Automatic emails, like tour emails and form and paperwork confirmations, send on their own, so we recommend customizing them to sound like your school.
Which emails send automatically?
Form confirmations, tour emails, and your tour reminder send automatically. Stage emails send only when you choose to send them.
Can I send text messages from CRM?
Not yet. CRM currently sends emails only.
Can I add my own templates or stages?
Not at this time. You can edit the templates that come with CRM.
If families respond to these emails, where do they go?
Replies go to your school's regular inbox and won't appear on the lead's history, or in brightwheel.
Do you offer templates in Spanish?
CRM message templates are not available in Spanish. We recommend translating any messages you have, but please note messages translated manually will appear for all families