---
title: Template Warm-up
description: Add your template to the warm-up process
---
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# Template Warm-up
## Add your template to the warm-up process
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### 🔥 **Increase the Deliverability of Your Email Template**
The **Template Warm-up** feature lets you use your own email templates during warm-up to help improve their deliverability. Emails are sent to our network, where they are opened, marked as important, and moved from spam or promotions to the inbox. These interactions help build a positive sender reputation and increase the chances of your emails landing in the inbox.
Adding your own templates is **optional**. By default, Warmy uses its own pool of templates, selected by its algorithm and team. Your own templates let you add content that matches your actual campaigns to the warm-up process.
For best results, we recommend adding **5 or more of your own templates**. There's no limit to the number of templates you can assign to a mailbox. Emails sent using your own templates are distributed evenly across all assigned templates.
### **How Templates Are Used During Warm-up**
The percentage of warm-up emails sent using your own templates depends on your assigned templates and warm-up settings.
When **Use only my own templates for warm-up** is turned off in **Warm-up Preferences**:
- If you haven’t added any of your own templates, or they aren’t assigned to the mailbox, **100%** of warm-up emails use Warmy’s default templates.
- If your own templates are assigned to the mailbox and no warm-up topic is selected, **50%** use your own templates and **50%** use Warmy’s default templates.
- If your own templates are assigned to the mailbox and a warm-up topic is selected, **25%** use your own templates, **25%** use templates for the selected topic, and **50%** use Warmy’s default templates.
When **Use only my own templates for warm-up** is turned on in **Warm-up Preferences** and active, approved templates are assigned to the mailbox, **100%** of warm-up emails use your own templates.
To use only your own templates, turn on **Use only my own templates for warm-up** in **Warm-up Preferences** for the mailbox, domain, or workspace you want to configure. At the domain or workspace level, the setting applies to all mailboxes within that domain or workspace.
**Important:** If **Use only my own templates for warm-up** is turned on but no active, approved templates are assigned to the mailbox, warm-up will stop.
Learn more: **[How to use only your own templates for warm-up](https://support.warmy.io/knowledge/how-to-use-only-your-own-templates-for-the-warm-up?hsLang=en).**
### **Setting Up Your Template**
Go to the **Templates** page and choose how you want to add your template.
- **Plain text**: Create a plain text template in Warmy’s editor
- **HTML**: Add a template in HTML format
- **HubSpot**: Add a template through the HubSpot integration
- **Email it to us**: Follow the instructions shown for this option to send us your template
****
When creating a template:
1. Add a name if you want. If you leave the field blank, Warmy will use the creation date as the template name.
2. Select the mailboxes that will use the template.
3. Choose the template language.
4. Add the subject line and the email body in plain text or HTML.
Before saving, make sure the correct mailboxes are selected. A template that hasn't been assigned won't be used for warm-up.
**All templates require approval before use.** We usually review and approve templates within one business day. Once approved, an assigned template will automatically be included in your warm-up according to your settings.
### **Personalization Snippets**
In your Plain Text templates, you can use personalization snippets to make each email feel individually written, even though the same template is being reused. Click the **Personalization** button above the text editor to insert one:
- **Recipient\_Name** — inserts the name of the recipient the email is being sent to.
- **My\_Name** — inserts your own name (the sender's).
- **Random\_String** — inserts a short random string of characters. This isn't personalization in the traditional sense, it's there purely to make each email body slightly unique, which helps avoid the "identical message" pattern spam filters look out for.
While you're editing, snippets appear as placeholders. Warmy automatically replaces these placeholders with the corresponding data in **Preview** and in the emails it sends.
If your template includes a personalization placeholder that Warmy doesn't support, remove it or replace it with an invented value. For example, you can replace a company name placeholder with a fictional company name.
Personalization Snippets and Spintax are separate tools. You can use either one on its own or combine them in the same template.
### **Spintax**
**Spintax** lets you include several options for a word, phrase, or sentence in one template. When sending an email, Warmy randomly picks one option from each Spintax block. This adds variety, helps avoid repeating the same text, and reduces the need to create a separate template for each variation.
Spintax is only available in **Plain text**. Using it is optional.
Write the options inside double square brackets `[[ ]]` and separate them with a pipe `|`. A Spintax block can contain **2 to 6 options**.
**Examples:**
```
[[Hi|Hey|Hello]] ,
```
→ this line might render as "Hi John," for one recipient and "Hey John," for another.
```
Just wanted to [[follow up|check in|circle back]] on my previous email.
```
→ randomly becomes "follow up," "check in," or "circle back" each time it's sent.
```
[[Thanks|Thank you|Appreciate it]], talk soon!
```
→ rotates the sign-off phrase across sends.
You can use multiple Spintax blocks in the same template, in both the subject line and the email body, and combine them with personalization snippets.
To add Spintax in the editor:
1. Click the subject line field or place your cursor in the email body.
2. Click **Spintax** and choose how many options you want (**2 options** to **6 options**).
3. Replace the text in the generated structure with your own words or phrases. You don't need to type the brackets or separators manually.
****
### **Check Your Template with Template Checker**
**Template Checker** uses AI to analyze your template and helps identify issues that may affect email quality and deliverability.
Once your template is ready, click **Save & Analyze**. You'll see a **Template Score** out of 100 and results for the following categories:
- **Subject line**: The email subject
- **Body content**: The main email text
- **Structure & format**: The email's structure and formatting
- **Compliance**: Whether the template meets requirements
- **Deliverability signals**: Signals that may affect deliverability
Results are labeled **Passed**, **Warnings**, or **Failed**, so you can see which checks passed and what needs your attention.
Click **Open full report** to view the full report. After making changes, click **Analyze again** to check your updated template.
### **Preview and Save Your Template**
Click **Preview** to see how the email will look to recipients and check personalization and formatting.
The total number of variations appears in the bottom left corner, and the **Next** button in the bottom right corner lets you view them one by one.
When you're done editing, click **Save**. Make sure the template is assigned to the correct mailboxes.
### **AI Optimization**
**AI Optimization** is a separate feature that lets you compare template versions during warm-up using real deliverability data. AI can also generate new versions for testing.
****
Learn more about setup and use:**[AI Optimization](https://support.warmy.io/knowledge/template-ab-testing-and-how-to-use-it?hsLang=en).**
### **Managing Your Templates**
#### **Search and Filters**
On the **Templates** page, search by template name or email subject and filter by domain, group, mailbox, or template type — **HTML, Plain text, or HubSpot**.
#### ****
#### **Assigning Templates**
You can assign templates at three levels:
- **Mailbox**: When creating your template, select the mailboxes you want to assign it to.
- **Domain**: Go to **Domains**, open the domain, and select the **Assigned Templates** tab to assign your template to all mailboxes within that domain.
- **Group**: Go to **Mailboxes → Groups**, open the group, and assign your template to use it for all mailboxes in that group.
A group is a set of mailboxes you create to manage together, for example, all your Gmail mailboxes or all your Outlook mailboxes. To create a group, go to **Mailboxes → Groups** and click **+ Create Group**.
Learn more: **[Mailbox Groups in Warmy](https://support.warmy.io/knowledge/introducing-mailbox-groups-simplify-your-email-management-with-warmy?hsLang=en).**
Templates assigned to a domain or group are automatically inherited by all mailboxes within it. You don't need to assign the same template to each mailbox manually.
#### **View and Change Assignments**
The **Assigned to** column on the **Templates page** shows which mailboxes, domains, or groups a template is assigned to. Click an assignment to open the full list.
You can edit, reassign, or delete templates.
On the **Domain** or **Group** pages, you can change or remove a template assignment for all mailboxes in that domain or group at once. You can change assignments for individual mailboxes on the **Templates** page.
### **Important Note**
The following content is not allowed in warm-up templates:
- Explicit content, abusive language, terrorist content, and any harmful or illegal material.
- Chain messages or chain letters that instruct or encourage recipients to forward, copy, or pass the message on to others. This content can alarm recipients and is not allowed for warm-up.
We aim to maintain a positive and professional environment for all Warmy users.
#### [Need help? **Schedule a call with us 👨🏻‍💻**](https://www.warmy.io/book-a-support-call)
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